2021 COPS Office School Violence Prevention Program (SVPP) 

Award Owner’s Manual 

U.S. Department of Justice, Office of Community Oriented Policing Services

www.cops.usdoj.gov
 

 

 

 

 

 

 

 

 

 

 

 

2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

2021 COPS Office School Violence Prevention Program 

(SVPP) Program Award Owner’s Manual 

This manual was created to assist COPS Office School Violence Prevention Program (SVPP) recipients with the 

administrative and financial matters associated with their award. 

For more information about your SVPP award, please contact your COPS Office Grant Program Specialist. If you do 

not know the name or telephone number of your Grant Program Specialist, please contact the COPS Office 

Customer Care Center at 800-421-6770. 

U.S. Department of Justice 

Office of Community Oriented Policing Services 

145 N Street NE 

Washington, DC 20530 

Visit the COPS Office online: cops.usdoj.gov 

Published January 2022 
 

2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Contents 

Getting Started ..............................................................................................................................................................

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1 

I. Award Acceptance, Terms, and Conditions................................................................................................................

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2 

Award Package 2 

Award terms and conditions 3 

What are the specific rules regarding termination of award funding? 39 

Accepting the award 40 

II. Procurement Process 42 

III. Accessing Award Funds...........................................................................................................................................

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43 

Payment method 43 

Setting up your account 43 

Additional payment questions 44 

IV. Financial Record Maintenance 46 

Accounting systems and records 46 

Financial management and system of internal controls 46 

V. Federal Audit Requirements....................................................................................................................................

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48 

Single Audit Act (SAA) requirements 48 

Office of Inspector General (OIG) recipient audits 49 

Typical audit findings 50 

VI. Reporting Requirements 52 

Federal Financial Reports 52 

Program Performance Reports 54 

Contact points to obtain technical assistance and report violations ......................................................................

.............................................................................................................................................

56 

VII. When the Award Period Has Ended 57 

Final Federal Financial Report (SF-425) 57 

Final Program Progress (Closeout) Report 58 

Equipment disposition 58 

VIII. Conclusion 59 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Appendices ..................................................................................................................................................................

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60 

Appendix A. List of source documents 60 

Appendix B. Assurances and Certifications 61 

Appendix C. COPS Office Resources 68 

Appendix D. School Violence Prevention Program (SVPP) file management: Documents to maintain in SVPP 

award file.................................................................................................................................................................

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69 

Appendix E. Enhancement of contractor protection from reprisal for disclosure of certain information (41 U.S.C. 

§ 4712) 71 

Appendix F. 2 C.F.R. Appendix II to Part 200: Contract Provisions for Non-Federal Entity Contracts Under Federal 

Awards 75 

Appendix G. Remittance of Interest Earned Amounts 77 

Appendix H. Allowable and unallowable costs 78 

Appendix I. Program fact sheets 84 

Appendix J. ACH templates with instructions .........................................................................................................

..................................................................................................................................

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89 

Appendix K. Civil rights letter 99 

Glossary of Terms 100 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Getting Started 

Congratulations on receiving an award from the U.S. Department of Justice (DOJ), Office of Community Oriented 

Policing Services (COPS Office). The 2021 COPS Office School Violence Prevention Program (SVPP) awards provide 

funding directly to states, units of local government, Indian tribes, and public agencies to improve security at 

schools and on school grounds in the jurisdiction of the recipient through evidence-based school safety programs. 

The allowable uses of your agency’s SVPP award are specified in the financial section of your award package. If 

your agency’s local fiscal conditions have changed since submitting the FY 2021 SVPP application and your agency 

wishes to modify its SVPP award to reprogram awarded funding into different funding categories, please refer to 

award condition 6, “Modifications,” in this manual for detailed information on requesting a post-award 

modification. 

Compliance with this Award Owner’s Manual is a condition of your award and this manual is binding guidance. This 

manual will assist your agency with the administrative and financial matters associated with your award. It was 

developed by the COPS Office to ensure that all SVPP recipients clearly understand and meet the requirements of 

their award. Please review this manual carefully because a failure to follow award requirements can have serious 

ramifications. Please do not hesitate to call the COPS Office Customer Care Center at 800-421-6770 if you need 

assistance with the implementation of your award. 

Thank you for providing us with the opportunity to work in partnership with your community. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

I. Award Acceptance, Terms, and Conditions 

Your entity must successfully set up a JustGrants account and enroll in ASAP to accept and manage your award. If 

you have enrolled into ASAP and JustGrants, you can accept an award in JustGrants. Prior to accepting an award, 

the entity administrator must assign a financial manager, a grant administrator, and two authorized 

representatives for each award in JustGrants. COPS Office recipients will have two Authorized Representatives 

assigned to each award; both are required to accept the award. When the Authorized Representative(s) log(s) into 

their JustGrants account, they can view accepted awards and awards that need to be accepted. An email 

notification will also be sent to the Application Submitter, the Authorized Representatives and the Entity 

Administrator to sign and accept their award. 

Accepting or declining an award can only be done through JustGrants. You will still be able to print the PDF for 

reference. 

To officially accept and begin your SVPP award, your agency must access the JustGrants website. Select an award 

from My Worklist. Open and accept the information for each of tab of the Award Package page. Click Accept. To 

officially accept your award, the Award Instrument (which includes your Award Information, Financial 

Information, Award Conditions, and Other Award Documents, if applicable) must be signed electronically within 

45 days of the announcement date. After the Authorized Representative clicks Accept, the system will display a 

banner indicating that the award has been accepted. Please see the JustGrants training: Grant Award Acceptance 

for detailed information on accepting your award. After funds have been obligated and the award package 

approved, JustGrants emails an award notification that the Automated Standard Application for Payments (ASAP) 

has begun. You need to enroll in the ASAP system if you have not already done so to complete additional 

documentation. 

Your agency will not be able to draw down award funds until the COPS Office receives your signed award 

document. For more information on drawing down award funds, please see “Accessing Award Funds” in this 

document. 

Award Package 

The award document is the document indicating your official award funding amount, the award number, the 

award terms and conditions, and the award start and end dates. 

If your Authorized Representative 1 and 2 have changed since the time of application, the Entity Administrator (EA) 

will need to update the Authorized Representative 1 and 2 in JustGrants. Be sure to familiarize yourself with all 

terms, conditions, and requirements of your award before accepting the award. To officially accept your award, 

the authorized representatives electronically sign the award document within 45 days of the announcement date. 

Print and retain a copy of all pages of the award document, award terms and conditions, award financial 

information, and award attachments for your records. 

The award start date indicated on the award document means that your agency may be reimbursed for any 

allowable costs incurred on or after this date. The duration of your SVPP award is three years (36 months). 

Your award number is in the following format: 15JCOPS-21-GG-00000-SSIX as shown in figure 1 on page 3 for 

awards funded in Fiscal Year (FY) 2021. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Figure 1. Award number example 

The COPS Office tracks award information based upon this number. Therefore, it is important to have your 

agency’s award number (or your agency’s DUNS number) readily available when corresponding with the COPS 

Office. 

Your Office of Justice Programs (OJP) vendor number, in most circumstances, is your agency’s nine- or thirteendigit federal tax identification number assigned to you by the Internal Revenue Service (IRS). If your OJP vendor 

number differs from your tax identification number, the OJP vendor number is only to be used for administrative 

purposes in connection with this program and should not be used for IRS purposes. 

Award terms and conditions 

The award terms and conditions are listed on your agency’s award document. By accepting this award, you are 

obtaining federal funds from the COPS Office. As part of that agreement, your agency acknowledges that it will 

comply with these terms and conditions (and, if applicable, any additional special or high risk conditions specific to 

your agency). The section that follows describes, in detail, all of the award conditions, their rationales, and their 

implications. It also addresses many frequently asked questions. If you have additional questions concerning any of 

these award conditions, please contact your COPS Office Grant Program Specialist or call the COPS Office Customer 

Care Center at 800-421-6770. 

In limited circumstances, your award may be subject to special conditions that prevent your agency from drawing 

down or accessing award funds until the special conditions are satisfied as determined by the COPS Office. Any 

special or high-risk conditions will be included in the award document supplement. However, if you have questions 

about the special or high-risk conditions, please contact your assigned COPS Office Grant Program Specialist. 

Reasons for award terms and conditions 

The requirements of your SVPP award are established within 

• the Students, Teachers, and Officers Preventing (STOP) School Violence Act of 2018 (34 U.S.C. § 10551, et 

seq.); 

• the applicable federal laws, rules, regulations and policies issued by the U.S. Department of Justice, Office of 

Management and Budget (OMB), the Government Accountability Office (GAO), and the United States 

Treasury; 

• the specific SVPP programmatic requirements established by the COPS Office. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

A list of source documents for this manual is provided in the appendices. You may request copies of any source 

reference document from 

Office of Administration, Publication Unit 

New Executive Office Building 

725 17th Street NW, Room G 236 

Washington, D.C. 20503 

COPS Office–specific documents may be requested directly from the COPS Office by contacting the COPS Office 

Customer Care Center at 800-421-6770. 

Review of award terms and conditions 

By signing the Award Document to accept this School Violence Prevention Program (SVPP) award, your agency 

agrees to abide by the following award terms and conditions: 

1. Award Owner’s Manual 

Condition: 

The recipient agrees to comply with the terms and conditions in the applicable 2021 COPS Office Program Award 

Owner's Manual; DOJ Grants Financial Guide; COPS Office statute (34 U.S.C. § 10381, et seq.) as applicable; 

Students, Teachers, and Officers Preventing (STOP) School Violence Act of 2018 (34 U.S.C. § 10551, et seq.) as 

applicable; the requirements of 2 C.F.R. Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit 

Requirements for Federal Awards) as adopted by the U.S. Department of Justice in 2 C.F.R. § 2800.101; 48 C.F.R. 

Part 31 (FAR Part 31) as applicable (Contract Cost Principles and Procedures); the Cooperative Agreement as 

applicable; representations made in the application; and all other applicable program requirements, laws, orders, 

regulations, or circulars. 

Why this condition: 

This manual has been designed to inform you of the requirements, laws, regulations, and policies that apply to 

your award. Your agency will be responsible for the information and rules contained in this manual and for 

implementing your award in compliance with the applicable terms, conditions, and regulations. Please note that in 

accordance with 2 C.F.R. § 200.101(c), the COPS Office applies 2 C.F.R. Subparts A through E to for-profit (or 

commercial) entities. More detailed guidance regarding any particular award requirement or your agency’s specific 

circumstances can be requested through your COPS Office Grant Program Specialist. 

What you should do: 

Please read the entire SVPP Award Owner’s Manual carefully prior to signing the award package. If you have any 

questions, please contact your COPS Office Grant Program Specialist. When accepting your award, you should 

ensure that the proper reporting and financial systems are in place to satisfy the award requirements. 

2. Assurances and Certifications 

Condition: 

The recipient acknowledges its agreement to comply with the Assurances and Certifications forms that were signed 

as part of its application. 

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Why thiscondition: 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Although the COPS Office has made every effort to simplify the process of applying for and receiving awards, 

several provisions of federal law require us to obtain the recipient’s Assurances and Certifications regarding certain 

matters. Most of the Assurances and Certifications apply to all federal award programs. 

What youshould do:

Applicants to COPS Office award programs are required to sign the Assurances and Certifications forms at the time 

of application. Signing these documents assures the COPS Office that you have read, understood, and accepted the 

award terms and conditions outlined in the Assurances and Certifications. Please read these documents carefully, 

because signatures on these documents are treated as a material representation of fact upon which reliance will 

be placed when the U.S. Department of Justice determines whether to fund the covered award. Additional copies 

of the Assurances and Certifications forms are contained in the appendices of this manual. If you have any 

questions about the Assurances and Certifications, please contact your assigned COPS Office Grant Program 

Specialist or the COPS Office Customer Care Center at 800-421-6770. 

3. Allowable Costs 

Condition: 

The funding under this award is for the payment of approved costs for SVPP purposes. The allowable costs 

approved for your agency’s award are limited to those listed in your agency’s award package. The FCM specifies 

the costs that your agency is allowed to fund with your award. In accordance with 2 C.F.R. § 200.400(g), the 

recipient must forgo any profit or management fee. Your agency may not use award funds for any costs not 

identified as allowable in the FCM. 

Why thiscondition: 

SVPP funding may only be used to pay for items and services approved by the COPS Office as reflected in the 

Financial Information in the award package. FY 2021 SVPP funds must be used to improve security at schools and 

on school grounds in the jurisdiction of the recipient through evidence-based school safety programs. Only actual 

allowable costs incurred during the award period will be eligible for reimbursement and drawdown. If your agency 

experiences any cost savings over the course of the award, your agency may not use that excess funding to extend 

the length of the award beyond 36 months. Any funds remaining after your agency has drawn down for the costs 

approved during the 36-month funding period will be deobligated during the closeout process and should not be 

spent by your agency. 

Please note that in accordance with 2 C.F.R. § 200.101(c), the COPS Office applies the cost principles set forth in 2 

C.F.R. Part 200, Subpart E to for-profit (or commercial) entities instead of the Federal Acquisition Regulation (FAR) 

at 48 C.F.R. Subpart 31.2. In addition, in accordance with 2 C.F.R. § 200.400(g), the recipient must forgo any profit 

or management fee. 

To be eligible for payment under this award, the purchase of approved items must be made on or after the award 

start date and comply with the guidelines described in the section “Accessing Award Funds” in this manual. The 

section “Financial Record Maintenance” outlines the types of records you must keep to document that you 

followed this award condition. Purchases must also reflect the costs that were approved in the FCM. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

A list of the allowable and unallowable costs under SVPP is provided in appendix H of this manual. If at any time 

you are unsure if an item is considered allowable or unallowable, please contact your COPS Office Grant Program 

Specialist for further assistance. 

What youshould do: 

All recipients should keep and maintain the most recent, approved version of their 2021 SVPP application, which 

will contain the approved costs for this award. Refer to your award financial information for the list of approved 

allowable costs. 

Refer to your Financial Information in the award package for the list of approved allowable costs. Listed here are 

the budget categories. As long as funds are spent during the award period on the equipment and technology, 

supplies, travel, contracts/consultants, salary and benefits, and other costs that were documented in your 

application’s budget summary and were approved, this award condition will be satisfied. 

Personnel (salaries and benefits) 

Personnel expenses may be reimbursed for project activities that take place on or after the award start date. In 

addition, a position’s salary must be reasonable for the services rendered and must be paid to a person appointed 

under the law or rules governing hiring by your agency. Salary payments must be based on payroll records. Time 

and attendance records or the equivalent must support payroll records. With respect to any SVPP award, a 

recipient may not use federal funds to pay total cash compensation (salary plus cash bonuses) to any employee of 

the recipient at a rate that exceeds 110 percent of the maximum annual salary payable to a member of the Federal 

Government’s Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for 

that year. The 2021 salary table for SES employees is available at the Office of Personnel Management website: 

https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2021/general-schedule/. If any civilian 

personnel are employed on a part-time or temporary basis, your agency must specify the percentage of time that 

each person is working solely on the project identified in your agency’s SVPP proposal. Fringe benefits may be paid 

if they are part of a reasonable compensation package offered to your employees. Particular items of fringe 

benefits must fall within the categories authorized by the COPS Office. Authorized fringe benefits include FICA, 

Social Security, health insurance, life insurance, vacation, sick leave, retirement, worker’s compensation, and 

unemployment insurance. 

Equipment/Technology 

To be eligible for payment under this award, the purchase of equipment and technology must occur on or after the 

award start date, the items must be those specifically applied for and approved by the COPS Office, and they must 

meet the guidelines described in 2 C.F.R. Part 200, Subpart E – Cost Principles. Agencies should establish practices 

to receive, label, inventory, and track the location of all purchases made for award-funded equipment and 

technology. 

Supplies 

All supplies must be used solely for the project identified in your project proposal. Reimbursement for office 

supplies that are consumed for routine administrative purposes instead of project-related activities is prohibited. 

Items must meet the guidelines described in 2 C.F.R. § 200.314. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Travel/Training/Conferences 

Travel costs for transportation, lodging, meals, temporary dependent care, and incidental expenses incurred by 

personnel while on official business are allowable under the SVPP program with prior approval from the COPS 

Office. In accordance with 2 C.F.R. § 200.474, travel costs for official business directly related to the award will be 

reimbursed based upon the recipient’s written travel reimbursement policies if the costs are reasonable and 

allocable under the project. In the absence of an acceptable written policy regarding travel costs, allowable rates 

and amounts established by the U.S. General Services Administration (GSA) for the relevant geographic area will 

apply. The current GSA travel policy and per diem rates can be found at www.gsa.gov. 

Allowable airfare costs will be reimbursed based upon the least expensive unrestricted accommodations class 

offered by commercial airlines—for example, lowest discount commercial airfare, the Federal Government 

contract airfare (if authorized and available), or standard coach airfare—unless otherwise authorized in advance by 

the COPS Office. 

Temporary dependent care costs above and beyond regular dependent care that directly results from conference 

travels are allowable as long as the costs incurred (1) are a direct result of the individual’s travel for the federal 

award, (2) are consistent with the recipient’s documented travel policy for all entity travel, and (3) are only 

temporary during the travel period. 

The SVPP program will fund award-related travel costs for the recipient agency or other (nonrecipient) individuals 

to attend training and technical assistance conferences, seminars, or classes or to visit a site specified in the 

application. Allowable award-related travel costs that were included in the application have been approved by the 

COPS Office as part of the SVPP award and final budget. Your agency should keep timely and accurate records of all 

travel expenses. If at any time these costs change, you should immediately contact your COPS Office Grant 

Program Specialist. 

Contracts/Consultants 

Contracts include goods or services that directly contribute to the implementation or enhancement of the project. 

The applicant should distinguish clearly between subawards and contracts in allocating any funds to other entities. 

Pursuant to 2 C.F.R. § 200.330, a subaward is for the purpose of carrying out a portion of the federal award, and a 

contract is for the purpose of obtaining goods and services for the recipient’s own use. The substance of the 

relationship is more important than the form of the agreement in determining whether the recipient of the passthrough funds is a subrecipient or a contractor. Keep in mind that the awarding and monitoring of contracts must 

follow documented procurement procedures, including full and open competition, pursuant to the procurement 

standards in 2 C.F.R. §§ 200.317 – 200.326, and the issuance of subawards must meet the requirements of 2 C.F.R. 

§ 200.331. 

Any recipient of an award will be responsible for monitoring subawards and contracts in accordance with all 

applicable statutes, regulations, and guidelines. Primary recipients will be responsible for oversight of subrecipient 

or partner spending and monitoring specific performance measures and outcomes attributable to the use of COPS 

Office funds. 

All sole-source procurements of goods and services (those not awarded competitively) in excess of $250,000 

require prior approval from the COPS Office. Please see the Sole Source Justification fact sheet at 

https://cops.usdoj.gov/svpp#programdocuments. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Consultant expenses include goods or services that directly contribute to the implementation or enhancement of 

the project. The use of a consultant should be more economical than direct employment. Compensation for 

individual consultant services procured under a COPS Office award must be reasonable and allocable in accordance 

with Office of Management and Budget (OMB) cost principles, and consistent with that paid for similar services in 

the marketplace. The services should be commensurate with the rate or salary paid by the primary employer. 

Unless otherwise approved by the COPS Office, independent consultant rates will be approved based on the salary 

a consultant receives from his or her primary employer, as applicable, up to $650 per day (or $81.25 per hour). 

Please note that this does not mean that the rate can or should be as high as $650 for all consultants. If individuals 

receive fringe benefits from their primary employer, such fringe benefit costs should not be included in the 

calculation of consultant rates. A consultant rate justification will need to be submitted for review and approval to 

the COPS Office for any consultants hired through a noncompetitive bidding process and paid more than $650 per 

day prior to incurring any costs. Determinations of approval will be made on a case-by-case basis. Please see the 

Consultant/Contract Rate Information fact sheet at Please see the Sole Source Justification fact sheet at 

https://cops.usdoj.gov/svpp#programdocuments. 

Consultant travel costs follow the same guidelines as the “Travel/Training/Conferences” category but should be 

costs associated with consultant travel. These costs should not be reflected in the “Personnel” or “Travel” 

categories. 

All other consultant-related expenses should be included in this section such as supply and equipment requests. 

The same guidelines as previously stated in the above sections will apply. 

If an applicant proposes a program or activity that would deliver services or benefits to individuals, the costs of 

taking reasonable steps to provide meaningful access to those services or benefits for individuals with limited 

English proficiency may be allowable. Reasonable steps to provide meaningful access to services or benefits may 

include interpretation or translation services, where appropriate. For additional information, see “Civil Rights 

Compliance.” 

Other costs 

Items, such as software, that do not conform to any of the category descriptions specified above, but that have a 

direct correlation to the overall success of a recipient’s project objectives and are necessary for the project to 

reach full implementation will be considered on a case-by-case basis by the COPS Office. 

If at any time you are unsure if an item is considered allowable or unallowable, please contact your COPS Office 

Grant Program Specialist for further assistance. 

Please be advised that recipients may not use COPS Office funding for the same item or service also funded by 

another U.S. Department of Justice award. 

See also award condition 13, “Duplicative Funding.” 

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4. Comprehensive School Safety Assessments 

Condition: 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Recipients awarded funding through the SVPP must conduct comprehensive school safety assessments for all 

schools involved in the funded project within 36 months of accepting the award. The assessments should be 

completed as soon as possible as they can be used as strategic evaluation tools to identify school safety issues and 

potential resolutions. This condition can be waived for recipients that can demonstrate that comprehensive school 

safety assessments have already been performed or updated within the previous three years for the affected 

schools. The COPS Office will monitor SVPP grants to ensure that recipients comply with this condition. 

Why thiscondition: 

In order for school safety interventions to be most effective, they should be incorporated into broader school 

safety planning and assessment efforts and be designed to meet the unique individualized needs of each school 

and challenges of each jurisdiction and each school at which they will be implemented. Comprehensive school 

safety assessments examine the overall safety, accessibility and emergency preparedness of school buildings and 

ground and are essential to school safety decision making. Information about conducting site assessments, 

including free assessment software can be found at https://rems.ed.gov/SITEASSESS.aspx. 

What youshould do: 

Agencies should keep record of the date(s) of the assessment(s) as well as specific areas of the school(s) where 

problems were identified and the proposed (if any) recommendations for resolution. Participants (law 

enforcement, teachers, students, any staff, et cetera) should also be included. Please contact your Grant Program 

Specialist at 800-421-6770 or at AskCopsRC@usdoj.gov. 

5. Extensions 

Condition: 

Your agency may request an extension of the award period to receive additional time to implement your award 

program. Such extensions do not provide additional funding. Only those recipients that can provide a reasonable 

justification for delays will be granted no-cost extensions. Extension requests must be received prior to the end date 

of the award. 2 C.F.R. § 200.308(d)(2). 

Why thiscondition: 

Under federal regulations, requests to extend the award period require prior written approval from the COPS 

Office. Without an approved extension, your agency is not permitted to draw down federal funding for costs 

incurred beyond the official award end date. When justified, the COPS Office will seek to accommodate reasonable 

requests for no-cost time extensions to fully implement the COPS Office award. 

What youshould do:

The COPS Office will contact your agency during the last quarter of the award period to determine whether a nocost time extension is needed. Requests to extend the award period must be received by the COPS Office before 

the official award end date. Failure to submit a request for a no-cost time extension before the award end date 

may result in the immediate deobligation of any remaining award funds. Please note that the project period of 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

performance will be extended, if necessary, until the deliverable is considered final. If the award is set to expire, 

prior to the final approval of the deliverable, a no-cost extension will be executed for a reasonable amount of time 

for the recipient to complete the final deliverable. 

6. Modifications 

Condition: 

Award modifications under the SVPP are evaluated on a case-by-case basis in accordance with 2 C.F.R. § 200.308. 

For federal awards in excess of $250,000, any modification request involving the reallocation of funding between 

budget categories that exceed or are expected to exceed 10 percent (10%) of the total approved budget requires 

prior written approval by the COPS Office. Regardless of the federal award amount or budget modification 

percentage, any reallocation of funding is limited to approved budget categories. In addition, all modification 

requests involving new budget items or any budget modification that changes the scope of the project requires 

prior written approval by the COPS Office prior to their implementation. Please be aware that the COPS Office will 

not approve any modification request that results in an increase of federal funds. 

Why thiscondition: 

The COPS Office realizes that agencies may need to reprogram award funds. Acceptable examples of such award 

modifications include purchasing additional equipment using cost-savings from approved items or purchasing a 

different type of equipment due to changing needs. Under federal regulations, you are required to expend federal 

funds only as approved in the FCM. Requests to change or alter an award that meet certain threshold 

requirements must be submitted to the COPS Office for written approval, prior to their purchase or 

implementation. Without prior written approval, you must continue to implement your award as it was originally 

outlined and accepted by your agency. Reprogrammed funds must be allocated for items covered within the 

original scope of the award. Please be advised that reprogramming requests for unallowable costs will not be 

approved. 

Your agency may reprogram its budget up to an aggregate (over the course of your project) of 10 percent of the 

total project cost without prior written approval from the COPS Office. However, you should notify your COPS 

Office Grant Program Specialist of any reprogramming that falls below the 10 percent threshold as well. For 

awards in excess of $250,000, any reprogramming of funds that totals an aggregate of 10 percent or more of the 

approved budget requires prior written approval from the COPS Office. 

What youshould do:

You are required to notify your COPS Office Grant Program Specialist if you determine that your agency will need 

to reprogram award funds. If your modification exceeds an aggregated (over the course of your project) 10 percent 

of your overall award, your agency must access the award through the JustGrants website. 

Please contact your COPS Office Grant Program Specialist for further direction on any additional requirements that 

may apply to your modification request. The COPS Office will then evaluate your request and notify your agency of 

our decision in writing. Implementation of the modified award budget may begin following written approval from 

the COPS Office. Please note that modification approvals for active awards will be accompanied by a modified FCM 

reflecting the approved changes. 

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If specific items were not identified in the budget at time of application (e.g. “Training for Staff” vs. “Active Shooter 

training for SROs,” or “Equipment and Supplies” vs. requesting specific equipment and specific supplies, a 

modification will be required in order for the COPS Office to determine if items to be purchased are allowable. 

Please contact your Grant Program Specialist with questions. 

7. Information Sharing with Law Enforcement 

Condition: 

Recipients are required to ensure that schools within their jurisdiction share school threat information and data 

with the appropriate local law enforcement agencies. In order to ensure that first responders have adequate 

familiarity with school-specific safety features and procedures (target hardening, evacuation plans, etc.): 

1. Within 90 days after accepting the award, recipients are required to notify local law enforcement and fire 

agencies in their jurisdiction of the award and the planned school safety improvements under the award. 

2. Provide local law enforcement and fire agencies in their jurisdiction with copies of school safety plans 

unless sharing such information is prohibited by local laws. Recipients will report that this has been 

completed through regular progress report submissions. 

Depending on the project funded, the COPS Office may require a memorandum of understanding (MOU) or letter 

agreement between major partners describing roles and responsibilities in order to ensure proper collaboration and 

coordination. Your COPS Office Grant Program Specialist will be able to answer any questions you may have about 

these important information sharing and coordination requirements. 

Why thiscondition: 

Preventing and responding to school violence requires meaningful partnerships and information sharing with 

various community stakeholders, especially schools and law enforcement. 

What youshould do:

School threat information should be shared with appropriate local law enforcement agencies as soon as possible to 

ensure that there is adequate situational awareness to evaluate and respond to threats in a timely manner. If you 

have any questions about this condition, please contact your assigned COPS Office Grant Program Specialist or the 

COPS Office Customer Care Center at 800-421-6770. 

8. Reports/Performance Goals

Condition: 

To assist the COPS Office in monitoring and tracking the performance of your award, your agency will be 

responsible for submitting semiannual programmatic progress reports that describe project activities during the 

reporting period and quarterly Federal Financial Reports using Standard Form 425 (SF-425). 2 C.F.R §§ 200.327 – 

200.328. The progress report is used to track your agency’s progress toward implementing school safety strategies 

and to collect data to gauge the effectiveness of increasing the recipient’s capacity to improve school safety 

through COPS Office funding. The Federal Financial Report is used to track the expenditures of the recipient’s award 

funds on a cumulative basis throughout the life of the award. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Federal regulations and policies require that financial assistance provided by the Federal Government must be 

monitored carefully to ensure the proper use of federal funds. In addition, the COPS Office seeks to document, on 

a continuing basis, the progress of our programs and recipients. 

What you should do: 

This award condition is designed to make your agency aware of reporting requirements associated with SVPP 

awards. Semiannual programmatic progress reports and a final programmatic closeout report must be submitted 

directly to the COPS Office through the “Performance Management” section of the Award in JustGrants. Your 

agency is also required to submit quarterly Federal Financial Reports using Standard Form 425 (SF-425) within 30 

days after the end of each calendar quarter. A final SF-425 will be due within 120 days after the end of the award 

period. This report reflects the actual cumulative federal expenditures incurred during the funding period, and the 

remaining unobligated balance of federal funds. Under federal regulations, your agency is not permitted to draw 

down federal funding for costs incurred after the official award end date, however you will have a 120 period after 

the award end date during which you can drawdown funds for eligible expenditures incurred before the award end 

date. Agencies with more than one delinquent programmatic or financial report submission per fiscal year may be 

subject to delays in receiving reimbursement for allowable expenses and may be required to receive technical 

assistance to improve compliance with reporting requirements. These reports are discussed in greater detail in the 

section titled “Reporting Requirements” in this manual. All reports should be submitted within the deadlines given 

to avoid suspension or possible termination of award funds or other remedial actions; failure to submit required 

reports may also impact future funding opportunities. 

9. Award Monitoring Activities 

Condition: 

Federal law requires that recipients receiving federal funding from the COPS Office must be monitored to ensure 

compliance with their award conditions and other applicable statutes and regulations. The COPS Office is also 

interested in tracking the progress of our programs and the advancement of community policing. Both aspects of 

award implementation—compliance and programmatic benefits—are part of the monitoring process coordinated 

by the U.S. Department of Justice. Award monitoring activities conducted by the COPS Office include site visits, 

office-based grant reviews, alleged noncompliance reviews, financial and programmatic reporting, and audit 

resolution. As a COPS Office award recipient, you agree to cooperate with and respond to any requests for 

information pertaining to your award. This includes all financial records, such as general accounting ledgers and all 

supporting documents. All information pertinent to the implementation of the award is subject to agency review 

throughout the life of the award, during the close-out process and for three-years after the submission of the final 

expenditure report. 34 U.S.C. § 10385(a) and 2 C.F.R. §§ 200.334 and 200.337. 

Why this condition: 

The Public Safety Partnership and Community Policing Act of 1994 states that each award program must contain a 

monitoring component. The COPS Office actively monitors how recipients are complying with COPS Office award 

requirements. In addition, the monitoring component provides customer service and technical assistance to help 

ensure recipients understand how to remain in compliance while implementing their awards. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Your agency may be required to accommodate routine and non-routine efforts by the COPS Office, or an entity 

designated by the COPS Office, to examine your agency’s use of federal funds both programmatically and 

financially. The four primary means of ensuring recipients’ compliance with the terms and conditions of their 

awards are as follows: 

Site visits. The COPS Office strategically selects award recipients based on a variety of risk factors to conduct site 

visits to ensure compliance with award terms and conditions. The purpose of site visits is three-fold: 

1. To review for compliance with the terms and conditions of the award 

2. To review the recipient’s community policing strategies 

3. To provide customer service and technical assistance 

If selected, recipients will be notified in writing in advance with detailed instructions on how to prepare for the 

review of their COPS Office awards. The site visit is generally performed over a period of one day (additional days 

may depend on the review of numerous awards). Compliance reviews will be conducted for active awards to 

address any noncompliance and/or administrative issues identified during the review. Recipients will have an 

opportunity to resolve any identified noncompliance issues while on-site, or if necessary, following the site visit. In 

addition, recipients will have an opportunity to seek customer service and/or technical assistance on the 

implementation of their award. 

Enhanced Office-Based Grant Reviews (EOBGR). In lieu of a site visit, awards may be selected for an EOBGR 

conducted at the COPS Office via teleconference or video conference. EOBGRs serve as an alternative for 

conducting site visit reviews in support of the COPS Office’s overall award monitoring strategy. The purpose of the 

EOBGR is three-fold: 

1. To review for compliance with the terms and conditions of the award 

2. To review the recipient’s community policing strategies 

3. To provide customer service and technical assistance 

If selected, the recipient will be notified in writing in advance of any EOBGR of its COPS Office awards. This review 

is generally performed over a one- to two-day period. Compliance reviews will be conducted for active awards to 

address any noncompliance and/or administrative issues identified during the review. In addition, award recipients 

will receive customer service and/or technical assistance on the implementation of their award. 

Alleged Noncompliance Referral (ANCR). An ANCR is an allegation of suspected noncompliance that originates 

from an internal source within the COPS Office or an external referral from one of many sources. Internal ANCRs 

generally originate from COPS Office Grants Administration Division, COPS Office Finance Division, Community 

Policing Advancement Directorate, or the COPS Office Legal Division, although any COPS Office component may 

refer a noncompliance issue to the ANCR. External noncompliance referrals may be received from anonymous 

complainants, media, citizens, law enforcement agencies, other federal agencies, or other outside sources. On a 

case-by-case basis, COPS Office ANCR staff members determine the appropriate course of action to take to 

investigate complaints of alleged noncompliance. This may include phone or letter contact or a site visit by COPS 

Office staff or the Office of the Inspector General (OIG). Each ANCR referral is resolved as a violation or nonviolation based upon the supporting documentation and/or other factors used to make a determination for 

compliance or non-compliance. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Audit Liaison. The OIG may conduct a random audit for any recipient of a COPS Office award. In the event your 

agency is audited by the OIG and there are audit recommendations (findings) resulting from noncompliance 

and/or poor accountability practices, the COPS Office Audit Liaison Section will work with your agency to resolve 

and close these recommendations. Remedies to close recommendations may include repayment of award funds 

and/or providing adequate documentation to demonstrate compliance and/or providing proof of policies or 

procedures that were created or revised to directly address the causes for the noncompliance as a proactive 

preventative measure to avoid future noncompliance. 

Recipients are responsible for remedying any award noncompliance that is identified during site visits, EOBGRs, 

and/or ANCRs. In addition, recipients are responsible for remedying noncompliance stemming from audit 

recommendations identified in audits of COPS Office awards conducted by the OIG and the Office of the Chief 

Financial Officer (OCFO). Remedies for noncompliance may include but are not limited to repayment of award 

funds for unallowable or unsupported costs, providing adequate documentation to demonstrate compliance, 

suspending active award funding, voluntary withdrawal from or involuntary termination of remaining award funds, 

or a restriction from receiving future COPS Office awards for a period of time. Under certain conditions, additional 

actions may include referral and placement on the U.S. Department of Justice’s High Risk List, which will include 

mandatory completion of the U.S. Department of Justice’s Financial Management Training and being subject to 

increased monitoring of current and future awards while on the list. In the event of criminal misuse of award 

funds, recipients may also be subject to fines and imprisonment. To avoid findings of noncompliance, recipients 

are strongly encouraged to become familiar with the Grant Monitoring Standards and Guidelines for All COPS 

Office Grants and Cooperative Agreements and with the Award Owner’s Manual for the year in which the award 

was made. Recipients should also contact their COPS Office Grant Program Specialist at any time during the life of 

a COPS Office award with questions concerning award conditions, terms, or requirements to seek guidance to 

avoid noncompliance. It is necessary for recipients to maintain all relevant documentation (administrative, 

financial, and programmatic) used to develop the application and implement the award that may be necessary or 

required to demonstrate award compliance. For more information, please contact the COPS Office Customer Care 

at 800-421-6770 or at AskCopsRC@usdoj.gov. 

10. Federal Civil Rights 

Condition: 

The Applicant understands that the federal statutes and regulations applicable to the award (if any) made by the 

Department based on the application specifically include statutes and regulations pertaining to civil rights and 

nondiscrimination, and, in addition— 

a. the Applicant understands that the applicable statutes pertaining to civil rights will include section 601 of the 

Civil Rights Act of 1964 (42 U.S.C. § 2000d); section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 794); section 

901 of the Education Amendments of 1972 (20 U.S.C. § 1681); and section 303 of the Age Discrimination Act of 

1975 (42 U.S.C. § 6102); 

b. the Applicant understands that the applicable statutes pertaining to nondiscrimination may include section 

809(c) of Title I of the Omnibus Crime Control and Safe Streets Act of 1968 (34 U.S.C. § 10228(c)); section 1407(e) of 

the Victims of Crime Act of 1984 (34 U.S.C. § 20110(e)); section 299A(b) of the Juvenile Justice and Delinquency 

Prevention Act of 2002 (34 U.S.C. § 11182(b)); and that the grant condition set out at section 40002(b)(13) of the 

Violence Against Women Act (34 U.S.C. § 12291(b)(13)), which will apply to all awards made by the Office on 

Violence Against Women, also may apply to an award made otherwise; 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

c. the Applicant understands that it must require any subrecipient to comply with all such applicable statutes (and 

associated regulations); and 

d. on behalf of the Applicant, I make the specific assurances set out in 28 C.F.R. §§ 42.105 and 42.204. 

The Applicant also understands that (in addition to any applicable program-specific regulations and to applicable 

federal regulations that pertain to civil rights and nondiscrimination) the federal regulations applicable to the 

award (if any) made by the Department based on the application may include, but are not limited to, 2 C.F.R. Part 

2800 (the DOJ "Part 200 Uniform Requirements") and 28 C.F.R. Parts 22 (confidentiality - research and statistical 

information), 23 (criminal intelligence systems), 38 (regarding faith-based or religious organizations participating in 

federal financial assistance programs), and 46 (human subjects protection). 

Why this condition: 

In establishing financial assistance programs, Congress linked the receipt of federal funding to compliance with 

federal civil rights laws. As a result, recipients are required to comply with the civil rights requirements found in 

the nondiscrimination provisions referenced above. A hold may be placed on your award if it is deemed that your 

agency is not in compliance with federal civil rights laws or is not cooperating with an ongoing federal civil rights 

investigation. If a hold is placed on your award, you will not be able to obligate or draw down federal funds under 

your agency’s COPS Office award until you comply with federal civil rights laws or cooperate with any ongoing 

federal civil rights investigation. 

What you should do: 

The Office for Civil Rights (OCR), Office of Justice Programs, U.S. Department of Justice has been delegated the 

responsibility for ensuring that recipients of federal financial assistance from the COPS Office are not engaged in 

discrimination prohibited by law. Included with your award package is a memorandum from the OCR, which 

addresses the federal civil rights statutes and regulations applicable to your award. You should review this 

memorandum to understand your agency’s civil rights responsibilities. For an overview of the civil rights laws and 

nondiscrimination requirements in connection with your award, please see https://www.ojp.gov/program/civilrights/overview. 

As a recipient of federal financial assistance from the COPS Office, you are required to comply with the applicable 

federal civil rights laws, to collect data and information sufficient to permit effective enforcement of such laws, 

and to cooperate with any federal civil rights investigation, which includes providing access to records, accounts, 

documents, information, facilities, and staff. 

11. EqualEmployment Opportunity Plan (EEOP)

Condition: 

All recipients of funding from the COPS Office must comply with the federal regulations pertaining to the 

development and implementation of an Equal Employment Opportunity Plan (28 C.F.R. Part 42 subpart E). 

Why this condition: 

It is the experience of the U.S. Department of Justice in implementing its responsibilities under the Omnibus Crime 

Control and Safe Streets Act of 1968 (Safe Streets Act), the statute that established the COPS Office, that “the full 

and equal participation of women and minority individuals in employment opportunities in the criminal justice 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

system is a necessary component to the Safe Streets Act’s program to reduce crime and delinquency in the United 

States” 28 C.F.R. § 42.301. The Equal Employment Opportunity Plan (EEOP) does not impose quotas or hiring 

requirements on recipients of federal funds. 

What you should do: 

The obligations to comply with the EEOP requirement differ depending on your organization’s legal status, the 

number of its employees, and the amount of the award. 

If your organization is a government agency or private business and has received a single award for $25,000 or 

more and has fifty or more employees (counting both full- and part-time employees but excluding political 

appointees), then it has to prepare a Utilization Report and submit it to the Office for Civil Rights (OCR) within 120 

days from the date of the award. Although the OCR has discretion to review all submitted Utilization Reports, it will 

review the Utilization Reports from recipients that receive an award of $500,000 or more. 

To begin developing a Utilization Report, please consult the OCR's website at 

https://www.ojp.usdoj.gov/about/ocr/eeop.htm and click EEOP Reporting Tool Login. Additional assistance can 

be found online at the bottom of the same webpage by clicking the EEO Reporting Tool Job Aid and Frequently 

Asked Questions. 

If your organization has less than fifty employees or receives an award of less than $25,000 or is a nonprofit 

organization, a medical institution, an educational institution, or an Indian tribe, then it is exempt from the EEOP 

requirement. To claim the exemption, however, your organization must certify that it is exempt by logging into the 

EEO Reporting Tool on the OCR website at https://www.ojp.usdoj.gov/about/ocr/eeop.htm, providing the 

contact and organizational profile information, and then submitting a Certificate of Exemption. 

If you have further questions regarding the EEOP requirements, you may contact an EEOP specialist at the OCR by 

telephone at 202-307-0690, by TTY at 202-307-2027, or by email at EEOPforms@usdoj.gov. 

12. False Statements 

Condition: 

False statements or claims made in connection with COPS Office awards may result in fines, imprisonment, 

debarment from participating in federal awards or contracts, and/or any other remedy available by law. 31 U.S.C. § 

3729-3733. 

Why this condition: 

This condition advises recipients of the consequences of submitting false claims or statements on applications, 

financial and programmatic reports, or other award documents. 

What you should do: 

Ensure that all documentation related to your agency’s receipt and use of award funding (award applications, 

progress reports, Federal Financial Reports, etc.) is true and accurate. 

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13. Duplicative Funding 

Condition: 

 

2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

The recipient understands and agrees to notify the COPS Office if it receives, from any other source, funding for the 

same item or service also funded under this award. 

Why this condition: 

This award was awarded to your agency to for approved project costs that are not funded from other sources, 

including federal, state, local, tribal, or BIA funds. Consequently, your agency may not use this funding for items or 

services for which you already have funding from other sources. 

What you should do: 

If your agency receives funding from another source for the same item(s) or services(s) also funded under this 

award, please contact your COPS Office Grant Program Specialist or call the COPS Office Response Center at 800-

421-6770. If necessary, the COPS Office will work with your agency to reprogram funding for items or services that 

are allowable under this award program. 

14. Additional High-Risk Recipient Requirements 

Condition: 

The recipient agrees to comply with any additional requirements that may be imposed during the award 

performance period if the awarding agency determines that the recipient is a high-risk recipient. 2 C.F.R. § 200.208. 

Why this condition: 

In accordance with 2 C.F.R. § 200.208, the DOJ may impose additional requirements specific to your award, as 

needed, when it determines that there is unsatisfactory performance, financial or administrative instability, 

noncompliance with award terms and conditions, or other lack of responsibility risk factors. In such cases, the DOJ 

may impose special conditions or restrictions that may include requiring the production of documentation, 

financial award administration training, on-site monitoring, prior approval for expenditure of funds, semiannual 

progress reports, separate bank accounts, or other requirements. 

What you should do: 

To obtain a COPS Office award, recipients must agree to comply with any additional requirements that may be 

imposed during the award performance period if the awarding agency determines that the recipient is a high-risk 

recipient. 

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15. System for Award Management (SAM) and Universal Identifier Requirements 

Condition: 

2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

The recipient agrees to comply with the following requirements of 2 C.F.R. Part 25, Appendix A to Part 25 – Award 

Term: 

I. System for Award Management and Universal Identifier Requirements 

A. Requirement for System for Award Management 

Unless you are exempted from this requirement under 2 CFR 25.110, you as the recipient must maintain current 

information in the SAM. This includes information on your immediate and highest level owner and subsidiaries, as 

well as on all of your predecessors that have been awarded a Federal contract or Federal financial assistance within 

the last three years, if applicable, until you submit the final financial report required under this Federal award or 

receive the final payment, whichever is later. This requires that you review and update the information at least 

annually after the initial registration, and more frequently if required by changes in your information or another 

Federal award term. 

B. Requirement for Unique Entity Identifier 

If you are authorized to make subawards under this Federal award, you: 

1. Must notify potential subrecipients that no entity (see definition in paragraph C of this award term) may receive 

a subaward from you until the entity has provided its Unique Entity Identifier to you. 

2. May not make a subaward to an entity unless the entity has provided its Unique Entity Identifier to you. 

Subrecipients are not required to obtain an active SAM registration, but must obtain a Unique Entity Identifier. 

C. Definitions 

For purposes of this term: 

1. System for Award Management (SAM) means the Federal repository into which a recipient must provide 

information required for the conduct of business as a recipient. Additional information about registration 

procedures may be found at the SAM internet site (currently at https://www.sam.gov). 

2. Unique Entity Identifier means the identifier assigned by SAM to uniquely identify business entities. 

3. Entity includes non-Federal entities as defined at 2 CFR 200.1 and also includes all of the following, for purposes 

of this part: 

a. A foreign organization; 

b. A foreign public entity; 

c. A domestic for-profit organization; and 

d. A Federal agency. 

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4. Subaward has the meaning given in 2 CFR 200.1. 

5. Subrecipient has the meaning given in 2 CFR 200.1. 

Why this condition: 

The purpose of this standard award term is to ensure government-wide uniformity in establishing a unique entity 

identifier for federal financial assistance applicants, as well as recipients and their direct subrecipients (if 

applicable) and to establish the SAM as the repository for standard information about applicants and recipients. 

What you should do: 

At the time of award application, your agency was required to provide its unique entity identifier and be registered 

in the SAM database. 

Your agency should continue to use the same unique entity identifier provided in your award application and 

update, as needed, the information associated with that unique entity identifier. If your agency is authorized to 

make subawards under its award, your agency may make subawards only to entities that have unique entity 

identifiers. 

Your agency must maintain active registration and current information in the SAM until you submit the final 

financial report or receive the final payment under your award, whichever is later. Your agency must review and 

update its SAM information at least once per year to maintain an active registration status. For more 

information about SAM registration, please visit www.sam.gov. 

16. Reporting Subawards and Executive Compensation 

Condition: 

The recipient agrees to comply with the following requirements of 2 C.F.R. Part 170, Appendix A to Part 170 – 

Award Term: 

I. Reporting Subawards and Executive Compensation 

a. Reporting of first-tier subawards. 

Applicability. Unless you are exempt as provided in paragraph d. of this award term, you must report each action 

that equals or exceeds $30,000 in Federal funds for a subaward to a non-Federal entity or Federal agency (see 

definitions in paragraph e. of this award term). 

2. Where and when to report. 

i. The non-Federal entity or Federal agency must report each obligating action described in paragraph a.1. of this 

award term to http://www.fsrs.gov. 

ii. For subaward information, report no later than the end of the month following the month in which the obligation 

was made. (For example, if the obligation was made on November 7, 2010, the obligation must be reported by no 

later than December 31, 2010.) 

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3. What to report. You must report the information about each obligating action that the submission instructions 

posted at http://www.fsrs.gov specify. 

b. Reporting total compensation of recipient executives for non-Federal entities. 

1. Applicability and what to report. You must report total compensation for each of your five most highly 

compensated executives for the preceding completed fiscal year, if— 

i. The total Federal funding authorized to date under this Federal award equals or exceeds $30,000 as defined in 2 

CFR 170.320; 

ii. in the preceding fiscal year, you received— 

(A) 80 percent or more of your annual gross revenues from Federal procurement contracts (and subcontracts) and 

Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards), and 

(B) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts) and 

Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); and, 

iii. The public does not have access to information about the compensation of the executives through periodic 

reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or 

section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation 

information, see the U.S. Security and Exchange Commission total compensation filings at 

http://www.sec.gov/answers/execomp.htm.) 

2. Where and when to report. You must report executive total compensation described in paragraph b.1. of this 

award term: 

i. As part of your registration profile at https://www.sam.gov. 

ii. By the end of the month following the month in which this award is made, and annually thereafter. 

c. Reporting of Total Compensation of Subrecipient Executives. 

1. Applicability and what to report. Unless you are exempt as provided in paragraph d. of this award term, for each 

first-tier non-Federal entity subrecipient under this award, you shall report the names and total compensation of 

each of the subrecipient's five most highly compensated executives for the subrecipient's preceding completed fiscal 

year, if— 

i. in the subrecipient's preceding fiscal year, the subrecipient received— 

(A) 80 percent or more of its annual gross revenues from Federal procurement contracts (and subcontracts) and 

Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards) and, 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

(B) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts), and 

Federal financial assistance subject to the Transparency Act (and subawards); and 

ii. The public does not have access to information about the compensation of the executives through periodic 

reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or 

section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation 

information, see the U.S. Security and Exchange Commission total compensation filings at 

http://www.sec.gov/answers/execomp.htm.) 

2. Where and when to report. You must report subrecipient executive total compensation described in paragraph 

c.1. of this award term: 

i. To the recipient. 

ii. By the end of the month following the month during which you make the subaward. For example, if a subaward 

is obligated on any date during the month of October of a given year (i.e., between October 1 and 31), you must 

report any required compensation information of the subrecipient by November 30 of that year. 

d. Exemptions. 

If, in the previous tax year, you had gross income, from all sources, under $300,000, you are exempt from the 

requirements to report: 

i. Subawards, and 

ii. The total compensation of the five most highly compensated executives of any subrecipient. 

e. Definitions. For purposes of this award term: 

1. Federal Agency means a Federal agency as defined at 5 U.S.C. 551(1) and further clarified by 5 U.S.C. 552(f). 

2. Non-Federal entity means all of the following, as defined in 2 CFR part 25: 

i. A Governmental organization, which is a State, local government, or Indian tribe; 

ii. A foreign public entity; 

iii. A domestic or foreign nonprofit organization; and, 

iv. A domestic or foreign for-profit organization 

3. Executive means officers, managing partners, or any other employees in management positions. 

4. Subaward: 

i. This term means a legal instrument to provide support for the performance of any portion of the substantive 

project or program for which you received this award and that you as the recipient award to an eligible 

subrecipient. 

ii. The term does not include your procurement of property and services needed to carry out the project or program 

(for further explanation, see 2 CFR 200.331). 

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iii. A subaward may be provided through any legal agreement, including an agreement that you or a subrecipient 

considers a contract. 

5. Subrecipient means a non-Federal entity or Federal agency that: 

i. Receives a subaward from you (the recipient) under this award; and 

ii. Is accountable to you for the use of the Federal funds provided by the subaward. 

6. Total compensation means the cash and noncash dollar value earned by the executive during the recipient's or 

subrecipient's preceding fiscal year and includes the following (for more information see 17 CFR 229.402(c)(2)). 

Why this condition: 

To further federal spending transparency, the Federal Funding Accountability and Transparency Act of 2006 

(FFATA) requires, among other things, that information on federal awards (federal financial assistance and 

expenditures) be made available to the public via a single, searchable website, which is www.USASpending.gov. 

Recipients are responsible for reporting their applicable executive compensation and sub-award information, and 

the award term provides guidance to report the related information as required by FFATA. 

What you should do: 

At the time of award application, your agency was asked to ensure that it has the necessary processes and systems 

in place to comply with the applicable subaward and executive compensation reporting requirements should it 

receive funding. If your agency received awards of $25,000 or more, you are required to report award information 

on any first-tier subawards totaling $25,000 or more, and, in certain cases, to report information on the names and 

total compensation of the five most highly compensated executives of the recipient and first-tier subrecipients. 

The FFATA Subaward Reporting System (FSRS), accessible via the website at www.fsrs.gov, is the reporting tool 

that your agency will use to capture and report subaward information and any executive compensation data 

required by FFATA. The subaward information entered in FSRS will then be displayed on www.USASpending.gov 

associated with your agency’s award, furthering federal spending transparency. 

For additional information regarding the executive compensation and subaward reporting requirements, please 

see Vol. 75, No. 177 (September 14, 2010) of the Federal Register, 

www.gpo.gov/fdsys/pkg/FR-2010-09-14/pdf/2010-22705.pdf. 

17. Debarment and Suspension 

Condition: 

The recipient agrees not to award federal funds under this program to any party, which is debarred or suspended 

from participation in Federal assistance programs. 2 C.F.R. Part 180 (Governmentwide Nonprocurement Debarment 

and Suspension) and 2 C.F.R. Part 2867 (DOJ Nonprocurement Debarment and Suspension). 

Why thiscondition: 

Under federal regulations, recipients are required to ensure that federal funds are not given to parties that are 

debarred or suspended from participation in federal assistance programs. This is to protect the public interest and 

to ensure proper management and integrity in federal activities by conducting business only with responsible 

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parties. For details regarding the debarment and suspension requirements, please see 2 C.F.R. Part 180 

(Governmentwide Nonprocurement Debarment and Suspension), and 2 C.F.R. Part 2867 (DOJ Nonprocurement 

Debarment and Suspension.) 

What youshould do: 

If under a COPS Office award you enter into a contract for goods or services for $25,000 or more or any subaward, 

you must verify that the vendor or subrecipient and their respective principals (e.g., owners, top managers) with 

whom you intend to do business are not excluded or disqualified from participation in federal assistance programs. 

In addition, you must include a term or condition in the contract or subaward requiring the vendor or subrecipient 

to comply with subpart C of the OMB guidance in 2 C.F.R. Part 180 (Governmentwide Nonprocurement Debarment 

and Suspension) and subpart C of 2 C.F.R. Part 2867 (DOJ Nonprocurement Debarment and Suspension). 

18. Employment Eligibility 

Condition: 

The recipient agrees to complete and keep on file, as appropriate, a Department of Homeland Security, U.S. 

Citizenship and Immigration Services (USCIS) Employment Eligibility Verification Form (I-9). This form is to be used 

by recipients of federal funds to verify that persons are eligible to work in the United States. Immigration Reform 

and Control Act of 1986 (IRCA), Public Law 99-603. 

Why thiscondition: 

Under federal immigration law, all employers are required to take certain steps to ensure that persons that are 

hired are legally permitted to work in the United States. The United States Citizenship and Immigration Services 

Employment Eligibility Verification Form (I-9) outlines the types of documents that an employer should review to 

confirm that a new hire is eligible for employment. 

What youshould do: 

You do not need to submit any documentation to the COPS Office to satisfy this condition. Rather, you should 

complete and maintain the I-9 forms for all new employees under the guidelines set forth by the United States 

Citizenship and Immigration Services. For further information about this requirement, please visit 

https://www.uscis.gov/i-9-central. 

19. Enhancement of Contractor Protection from Reprisal for Disclosure of Certain Information 

Condition: 

The recipient agrees not to discharge, demote, or otherwise discriminate against an employee as reprisal for the 

employee disclosing information that he or she reasonably believes is evidence of gross mismanagement of a 

federal contract or award; a gross waste of federal funds; an abuse of authority relating to a federal contract or 

award; a substantial and specific danger to public health or safety; or a violation of law, rule, or regulation related 

to a federal contract (including the competition for or negotiation of a contract) or award. The recipient also agrees 

to provide to their employees in writing (in the predominant native language of the workforce) of the rights and 

remedies provided in 41 U.S.C. § 4712. Please see appendices in the Award Owner’s Manual for a full text of the 

statute. 

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Why this condition: 

2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Under the “Enhancement of contractor protection from reprisal for disclosure of certain information” (41 U.S.C. § 

4712), recipients are prohibited from taking reprisal actions against employees for certain whistleblowing activities 

in connection with federal awards and contracts. The law protects the public interest and ensures the proper 

management and use of federal funds. 

What you should do: 

The recipient must not take reprisal actions against an employee for disclosing misconduct under federal contracts 

and awards to certain persons and entities. 

The recipient is prohibited from discharging, demoting, or otherwise discriminating against an employee as reprisal 

for disclosing information that he or she reasonably believes is evidence of 

• gross mismanagement of a federal contract or award; 

• a gross waste of federal funds; 

• an abuse of authority relating to a federal contract or award; 

• a substantial and specific danger to public health or safety; or 

• a violation of law, rule, or regulation related to a federal contract (including the competition for or negotiation 

of a contract) or award. 

In addition, the disclosure must also have been made to 

• a member of Congress or a representative of a committee of Congress; 

• an inspector general; 

• the Government Accountability Office; 

• a federal employee responsible for contract or award oversight or management at the relevant agency; 

• an authorized official of the U.S. Department of Justice or other law enforcement agency; 

• a court or grand jury; or 

• a management official or other employee of the contractor, subcontractor, or recipient who has the 

responsibility to investigate, discover, or address misconduct. 

An employee is deemed to have made a protected disclosure if he or she initiates or provides evidence of 

misconduct in any judicial or administrative proceeding relating to waste, fraud, or abuse on a federal contract or 

award. 

The recipient must inform its employees in writing, in the predominant language of the workforce, of employee 

whistleblower rights, protections, and remedies under 41 U.S.C. § 4712. 

Please see the appendices in this manual addressing Whistleblower Protection for a full text of the “Enhancement 

of contractor protection from reprisal for disclosure of certain information” (41 U.S.C. § 4712). 

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20. Mandatory Disclosure 

Condition: 

2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Recipients and subrecipients must timely disclose in writing to the Federal awarding agency or pass-through entity, 

as applicable, all federal criminal law violations involving fraud, bribery, or gratuity that may potentially affect the 

awarded federal funding. Recipients that receive an award over $500,000 must also report certain civil, criminal, or 

administrative proceedings in SAM and are required to comply with the Term and Condition for Recipient Integrity 

and Performance Matters as set out in 2 C.F.R. Part 200, Appendix XII to Part 200. Failure to make required 

disclosures can result in any of the remedies, including suspension and debarment, described in 2 C.F.R. § 200.339. 

2 C.F.R. § 200.113. 

Why this condition: 

Federal regulations require recipients and subrecipients to report all federal violations involving fraud, bribery, or 

gratuity that may affect the awarded federal funds. In addition, recipients that receive an award of more than 

$500,000 must also report certain civil, criminal, or administrative proceedings in SAM and are required to comply 

with the Term and Condition for Recipient Integrity and Performance Matters as set out in 2 C.F.R. Part 200, 

Appendix XII to Part 200. This condition advises your agency of the requirement and the consequences of failing to 

report such violations to the COPS Office or pass-through entity. 

What you should do: 

Ensure that you timely report in writing to the COPS Office or pass-through entity all federal violations involving 

fraud, bribery, or gratuity that may affect your federal award and, if applicable, report certain civil, criminal, or 

administrative proceedings in SAM. 

21. Conflict of Interest 

Condition: 

Recipients and subrecipients must disclose in writing to the COPS Office or pass-through entity, as applicable, any 

potential conflict of interest affecting the awarded federal funding in accordance with 2 C.F.R. § 200.112. 

Why this condition: 

Recipients and subrecipients are required to use federal funding in the best interest of their award program. Any 

decisions related to these funds must be free of hidden personal or organizational conflicts of interest, both in fact 

and in appearance. 

This means that recipients and subrecipients should not participate in any award-related decisions or 

recommendations that involve any of the following people or groups: 

• an immediate family member 

• a partner 

• an organization in which they are serving as an officer, director, partner, or employee 

• any person or organization with whom they are negotiating or who has an arrangement concerning 

prospective employment, has a financial interest, or for other reasons can have less than an unbiased 

transaction with the recipient or subrecipient 

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This also means that recipients and subrecipients should avoid any action which might result in or create the 

appearance of 

• using your official position for private gain; 

• giving special treatment to any person; 

• losing complete independence or objectivity; 

• making an official decision outside official channels; or 

• affecting negatively the confidence of the public in the integrity of the Federal Government or the program. 

What you should do: 

Ensure that you report in writing to the COPS Office or pass-through entity, as applicable, any potential conflict of 

interest that may affect your federal award. 

22. Contract Provision 

Condition: 

All contracts made by the award recipients under the federal award must contain the provisions required under 2 

C.F.R. Part 200, Appendix II to Part 200—Contract Provisions for Non-Federal Entity Contracts Under Federal 

Awards. Please see appendices in the Award Owner’s Manual for a full text of the contract provisions. 

Why this condition: 

Federal regulations require recipients and subrecipients to comply with the necessary contract provisions in order 

to standardize and strengthen oversight of all contracts made under federal awards. This provision protects the 

public interest and ensures the proper management and use of federal funds as it relates to contracts entered into 

by the recipient. 

What you should do: 

The recipient should review all contracts made under the federal award to ensure that they contain the provisions 

required under 2 C.F.R. Part 200, (Appendix II to Part 200—Contract Provisions for Non-Federal Entity Contracts 

Under Federal Awards) in the appendices of the Award Owner’s Manual. 

23. Restrictions on Internal Confidentiality Agreements 

Condition: 

No recipient or subrecipient under this award, or entity that receives a contract or subcontract with any funds 

under this award, may require any employee or contractor to sign an internal confidentiality agreement or 

statement that prohibits or otherwise restricts the lawful reporting of waste, fraud, or abuse to an investigative or 

law enforcement representative of a federal department or agency authorized to receive such information. 

Consolidated Appropriations Act, 2021, Public Law 116-260, Division E, Title VII, Section 742. 

Why this condition: 

Under the Appropriations Act neither the recipient, the subrecipient, nor any entity that receives a contract or 

subcontract with any funds under this or any other Act may require its employees or contractors to sign an internal 

confidentiality agreement or statement prohibiting or otherwise restricting their lawful reporting of waste, fraud, 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

or abuse to an investigative or law enforcement representative of a federal department or agency. This provision 

protects the public interest and ensures the proper management and use of federal funds. This limitation is not 

intended, and shall not be understood by the agency making this award, to contravene requirements applicable to 

Standard Form 312 (which relates to classified information), Form 4414 (which relates to sensitive compartmented 

information), or any other form issued by a federal department or agency governing the nondisclosure of classified 

information. 

What you should do: 

In accepting this award, the recipient 

• represents that it neither requires nor has required internal confidentiality agreements or statements from 

employees or contractors that currently prohibit or otherwise restrict (or purport to prohibit or restrict) 

employees or contractors from reporting waste, fraud, or abuse as described above; 

• represents that, if it learns or is notified that it is or has been requiring its employees or contractors to execute 

agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict) reporting of 

waste, fraud, or abuse as described above, it will immediately stop any further obligations of award funds, will 

provide prompt written notification to the agency making this award, and will resume such obligations only if 

expressly authorized to do so by that agency. 

If the recipient does or is authorized to make subawards or contracts under this award, in accepting, the recipient 

• represents that it has or will determine that no other entity that the recipient proposes may or will receive 

award funds (whether through a subaward, contract, or subcontract) either requires or has required internal 

confidentiality agreements or statements from employees or contractors that currently prohibit or otherwise 

restrict (or purport to prohibit or restrict) employees or contractors from reporting waste, fraud, or abuse as 

described above; 

• represents that it has or will make appropriate inquiry, or otherwise has an adequate factual basis, to support 

this representation; 

• represents that, if it learns or is notified that any subrecipient, contractor, or subcontractor entity that 

receives funds under this award is or has been requiring its employees or contractors to execute agreements 

or statements that prohibit or otherwise restrict (or purport to prohibit or restrict) reporting of waste, fraud, 

or abuse as described above, it will immediately stop any further obligations of award funds to or by that 

entity, will provide prompt written notification to the agency making this award, and will resume (or permit 

resumption of) such obligations only if expressly authorized to do so by that agency. 

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24. Recipient Integrity and Performance Matters 

Condition: 

 

2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

For awards over $500,000, the recipient agrees to comply with the following requirements of 2 C.F.R. Part 200, 

Appendix XII to Part 200 – Award Term and Condition for Recipient Integrity and Performance Matters: 

A. Reporting of Matters Related to Recipient Integrity and Performance 

1. General Reporting Requirement 

If the total value of your currently active grants, cooperative agreements, and procurement contracts from all 

Federal awarding agencies exceeds $10,000,000 for any period of time during the period of performance of this 

Federal award, then you as the recipient during that period of time must maintain the currency of information 

reported to the System for Award Management (SAM) that is made available in the designated integrity and 

performance system (currently the Federal Awardee Performance and Integrity Information System (FAPIIS)) about 

civil, criminal, or administrative proceedings described in paragraph 2 of this award term and condition. This is a 

statutory requirement under section 872 of Public Law 110-417, as amended (41 U.S.C. 2313). As required by 

section 3010 of Public Law 111-212, all information posted in the designated integrity and performance system on 

or after April 15, 2011, except past performance reviews required for Federal procurement contracts, will be 

publicly available. 

2. Proceedings About Which You Must Report 

Submit the information required about each proceeding that: 

a. Is in connection with the award or performance of a grant, cooperative agreement, or procurement contract 

from the Federal Government; 

b. Reached its final disposition during the most recent five-year period; and 

c. Is one of the following: 

(1) A criminal proceeding that resulted in a conviction, as defined in paragraph 5 of this award term and condition; 

(2) A civil proceeding that resulted in a finding of fault and liability and payment of a monetary fine, penalty, 

reimbursement, restitution, or damages of $5,000 or more; 

(3) An administrative proceeding, as defined in paragraph 5. of this award term and condition, that resulted in a 

finding of fault and liability and your payment of either a monetary fine or penalty of $5,000 or more or 

reimbursement, restitution, or damages in excess of $100,000; or 

(4) Any other criminal, civil, or administrative proceeding if: 

(i) It could have led to an outcome described in paragraph 2.c.(1), (2), or (3) of this award term and condition; 

(ii) It had a different disposition arrived at by consent or compromise with an acknowledgment of fault on your 

part; and 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

(iii) The requirement in this award term and condition to disclose information about the proceeding does not 

conflict with applicable laws and regulations. 

3. Reporting Procedures 

Enter in the SAM Entity Management area the information that SAM requires about each proceeding described in 

paragraph 2 of this award term and condition. You do not need to submit the information a second time under 

assistance awards that you received if you already provided the information through SAM because you were 

required to do so under Federal procurement contracts that you were awarded. 

4. Reporting Frequency 

During any period of time when you are subject to the requirement in paragraph 1 of this award term and 

condition, you must report proceedings information through SAM for the most recent five year period, either to 

report new information about any proceeding(s) that you have not reported previously or affirm that there is no 

new information to report. Recipients that have Federal contract, grant, and cooperative agreement awards with a 

cumulative total value greater than $10,000,000 must disclose semiannually any information about the criminal, 

civil, and administrative proceedings. 

5. Definitions 

For purposes of this award term and condition: 

a. Administrative proceeding means a non-judicial process that is adjudicatory in nature in order to make a 

determination of fault or liability (e.g., Securities and Exchange Commission Administrative proceedings, Civilian 

Board of Contract Appeals proceedings, and Armed Services Board of Contract Appeals proceedings). This includes 

proceedings at the Federal and State level but only in connection with performance of a Federal contract or grant. 

It does not include audits, site visits, corrective plans, or inspection of deliverables. 

b. Conviction, for purposes of this award term and condition, means a judgment or conviction of a criminal offense 

by any court of competent jurisdiction, whether entered upon a verdict or a plea, and includes a conviction entered 

upon a plea of nolo contendere. 

c. Total value of currently active grants, cooperative agreements, and procurement contracts includes— 

(1) Only the Federal share of the funding under any Federal award with a recipient cost share or match; and 

(2) The value of all expected funding increments under a Federal award and options, even if not yet exercised. 

Why this condition: 

Under 2 C.F.R. § 200.210 (b) (1) (iii), recipients of awards in excess of $500,000 are required to report certain civil, 

criminal, and administrative proceedings if they have active federal grants, cooperative agreements, or contracts 

(or any combination of these) that total more than $10,000,000 during the COPS Office award period. The purpose 

is to protect the public interest and to ensure proper management in federal activities by conducting business with 

responsible parties. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

If the total value of your active grants, cooperative agreements, and contracts from all federal awarding agencies 

exceeds $10,000,000 during the COPS Office award period, then you must ensure that the proceedings described 

in paragraph 2 of this award term that are reported in the System for Award Management (SAM) are current. The 

information about the reported proceedings is made available in SAM via the designated integrity and 

performance system (currently the Federal Awardee Performance and Integrity Information System (FAPIIS)). 

During the award period, you must either report for the most recent five-year period new information about any 

proceeding(s) that you have not reported previously or affirm that there is no new information to report. You must 

also disclose semiannually any information about criminal, civil, and administrative proceedings. 

25. Computer Network Requirement 

Condition: 

The recipient understands and agrees that no award funds may be used to maintain or establish a computer 

network unless such network blocks the viewing, downloading, and exchanging of pornography. Nothing in this 

requirement limits the use of funds necessary for any federal, state, tribal, or local law enforcement agency or any 

other entity carrying out criminal investigations, prosecution, or adjudication activities. Consolidated 

Appropriations Act, 2021, Public Law 116-260, Division B, Title V, Section 527. 

Why this condition: 

Section 527 of Division B, Title V, of the Consolidated Appropriations Act, 2021 (Pub. L. 116-260) prohibits the use 

of federal funds to maintain or establish a computer network that does not block the viewing, downloading, and 

exchanging of pornography. This provision protects the public interest in the proper management and use of 

federal funds. 

What you should do: 

The recipient must not use award funds to maintain or establish a computer network unless the network blocks 

pornography. This does not limit the use of funds for criminal investigations, prosecution, or adjudication activities. 

26. Travel Costs 

Condition: 

Travel costs for transportation, lodging and subsistence, and related items are allowable under the SVPP with prior 

approval from the COPS Office. Payment for allowable travel costs will be in accordance with 2 C.F.R. § 200.474. 

Why this condition: 

SVPP funding will cover award-related travel costs for the recipient agency or other (nonrecipient) individuals to 

attend training and technical assistance conferences, seminars, or classes or to visit a site specified in the original 

application. Allowable expenses for award-related lodging, meals, temporary dependent care, and incidental 

expenses that were included in the application were approved by the COPS Office as part of your agency’s SVPP 

award and final budget. For more information, please refer to the award condition on “Allowable Costs.” 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Your agency should refer to your FCM for a list of approved travel costs and use SVPP funds only for approved 

travel costs incurred during the award period. In addition, your agency should keep timely and accurate records of 

all travel expenses. If at any time these costs change, you should immediately contact your COPS Office Grant 

Program Specialist. 

27. SoleSource Justification 

Condition: 

Recipients who have been awarded funding for the procurement of an item (or group of items) or service in excess 

of $250,000 and who plan to seek approval for use of a noncompetitive procurement process must provide a 

written sole source justification to the COPS Office for approval prior to obligating, expending, or drawing down 

award funds for that item or service. 2 C.F.R. § 200.324(b)(2). 

Why this condition: 

In general, recipients are required to procure funded items through open and free competition. However, in some 

instances, recipients may have already determined that competition is not feasible. 

What you should do: 

If you have received an award for an item (or group of items) or service in excess of $250,000 and have already 

determined that the award of a contract through a competitive process is infeasible, you must provide a written 

justification that explains why it is necessary to contract noncompetitively. 

The initial determination that competition is not feasible can be made if one of the following circumstances exists: 

• Competition is determined inadequate after solicitation of a number of sources. 

• The COPS Office authorizes noncompetitive proposals in response to a written request from the recipient. 

• The item/service is available only from one source. 

• The public exigency or emergency for the requirement will not permit a delay resulting from competitive 

solicitation. 

The COPS Office will review your request and the supporting information that you provide and will make a 

determination as to whether or not an exception can be made to the general rule regarding competition. If 

submitting a sole source justification request to the COPS Office, please use the format described in the Sole 

Source Justification fact sheet at https://cops.usdoj.gov/svpp#programdocuments. 

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28. Public Release Information 

Condition: 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

The recipient agrees to submit one copy of all reports and proposed publications resulting from this award ninety 

(90) days prior to public release. Any publications (written, curricula, visual, sound, reports, or websites) or 

computer programs, whether or not published at government expense, shall contain the following statement: 

"This project was supported, in whole or in part, by federal award number XXXXXX-XX-XX-XXXXX-XXXX 

awarded to [Entity] by the U.S. Department of Justice, Office of Community Oriented Policing Services. The 

opinions contained herein are those of the author(s) or contributor(s) and do not necessarily represent the 

official position or policies of the U.S. Department of Justice. References to specific individuals, agencies, 

companies, products, or services should not be considered an endorsement by the author(s), 

contributor(s), or the U.S. Department of Justice. Rather, the references are illustrations to supplement 

discussion of the issues. 

The Internet references cited in this publication were valid as of the date of publication. Given that URLs 

and websites are in constant flux, neither the author(s) nor the COPS Office can vouch for their current 

validity.” 

Why thiscondition: 

The COPS Office wants to ensure the quality, objectivity, utility, and integrity of information in funded projects that 

are disseminated to the public. However, award-funded reports and publications are not works of authorship by 

the Federal Government and should not be construed to reflect the official policy or position of the U.S. 

Department of Justice. 

What youshould do:

Ensure that all publications developed under your award contain the required statement listed above. 

29. Criminal Intelligence Systems 

Condition: 

Recipients using award funds to operate an interjurisdictional criminal intelligence system must comply with the 

operating principles of 28 C.F.R. Part 23. At the time of application, the recipient assured the COPS Office that it will 

comply with the requirements of 28 C.F.R. Part 23. 

Why thiscondition: 

If your agency receives funding for equipment or technology that will be used to operate an interjurisdictional 

criminal intelligence system, you must comply with the operating principles found in 28 C.F.R. Part 23. An 

“interjurisdictional criminal intelligence system” is generally defined as a system that receives, stores, analyzes, 

exchanges, or disseminates data regarding ongoing pre-arrest criminal activities (examples of such activities 

include, but are not limited to, loan sharking, drug or stolen property trafficking, gambling, extortion, smuggling, 

bribery, and public corruption) and shares this data with other law enforcement jurisdictions. 28 C.F.R. Part 23 

contains operating principles for these interjurisdictional criminal information systems that protect individual 

privacy and constitutional rights. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

If your agency will use award funds to operate a single agency database (or other unrelated forms of technology) 

and will not share criminal intelligence data with other jurisdictions, 28 C.F.R. Part 23 does not apply to your 

award. 

What youshould do: 

Recipients were required to agree to the Certification of Review of Criminal Intelligence Systems/28 C.F.R. Part 23 

as part of their application proposal so the COPS Office can track which agencies intend to use their award funds to 

operate interjurisdictional criminal intelligence systems. If your agency intends to use award funds to operate an 

interjurisdictional criminal intelligence system, you should have indicated this in your application and certified your 

agency’s agreement to comply with the operating principles found at 28 C.F.R. Part 23. Your agency now must 

comply with 28 C.F.R. Part 23 in operating the interjurisdictional criminal intelligence system funded through your 

SVPP award. 

30. State Information Technology Point of Contact 

Condition: 

The recipient agrees to ensure that the appropriate State Information Technology Point of Contact receives written 

notification regarding any technology or information-sharing project funded by this award during the obligation 

and expenditure period. This is to facilitate communication among local and state governmental entities regarding 

various information technology projects being conducted with these award funds. In addition, the recipient agrees 

to maintain an administrative file documenting the meeting of this requirement. For a list of State Information 

Technology Points of Contact, go to https://it.ojp.gov/technology-contacts. 

Why thiscondition: 

The COPS Office is committed to promoting communication between state and local law enforcement. 

What youshould do:

If applicable, upon receiving the award, your agency should contact your state information technology point of 

contact for further guidance. Please visit the Justice Information Sharing homepage at 

https://it.ojp.gov/technology-contacts and identify your appropriate contact. 

The COPS Office is committed to avoiding duplication of existing law enforcement information-sharing networks or 

IT systems that involve interagency connectivity between jurisdictions. Therefore, such COPS Office–funded 

systems should employ, to the extent possible, existing systems such as Law Enforcement Online (LEO), Regional 

Information Sharing Systems (RISS), Joint Regional Information Exchange System (JRIES), etc., to achieve interstate 

connectivity. 

31. NewsMedia 

Condition: 

The recipient agrees to comply with the COPS Office policy on contact with the news media. The policy establishes 

the COPS Office Communications Division as the principal point of contact for the news media for issues relevant to 

the COPS Office or parameters of this award. The recipient agrees to refer all media inquiries on these topics 

directly to the COPS Office Communications Division at 202-514-9079. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

The COPS Office Communications Division will coordinate contacts with the news media, provide supplemental 

information that may be helpful to you and the media outlet, and make the appropriate U.S. Department of Justice 

offices and personnel aware of pending articles and interviews. 

What youshould do:

If you are contacted by a media outlet seeking information, an interview, or other support related to your COPS 

Office project, please refer the requesting outlet to the COPS Office Communications Division at 202-514-9079. 

32. Paperwork Reduction Act Clearance and Privacy Act Review 

Condition: 

The recipient agrees, if required, to submit all surveys, interview protocols, and other information collections to the 

COPS Office for submission to the Office of Management and Budget (OMB) for clearance under the Paperwork 

Reduction Act (PRA). Before submission to OMB, all information collections that request personally identifiable 

information must be reviewed by the COPS Office to ensure compliance with the Privacy Act. The Privacy Act 

compliance review and the PRA clearance process may take several months to complete. 44 U.S.C. §§ 3501-3520 

and 5 U.S.C. § 552a. 

Why thiscondition: 

The purpose of the Paperwork Reduction Act is to reduce, minimize, and control paperwork burdens on the public 

while maximizing the practical utility and public benefit of information created, collected, disclosed, maintained, 

used, shared, and disseminated by or for the Federal Government. See 5 C.F.R. § 1320.1. In addition, the Privacy 

Act establishes a “code of fair information practices” that regulates the collection, maintenance, use, and 

disclosure of personally identifiable records. 5 U.S.C. § 552a. 

A collection of information undertaken by a recipient is considered to be conducted or sponsored by a federal 

agency only if (1) the recipient is conducting the collection of information at the specific request of the agency, or 

(2) the terms and conditions of the award require specific approval by the agency of the collection of information 

or the collection procedures. See 5 C.F.R. § 1320.3(d). 

What youshould do:

When you undertake surveys, interviews, and other methods of information collection in furtherance of the 

objectives of the award, you should contact your COPS Office Grant Program Specialist. The COPS Office Grant 

Program Specialist will inform you whether Office of Management and Budget (OMB) approval of the information 

collection method is required and of the procedures necessary to obtain this approval. As part of the OMB 

approval process, a privacy assessment will be completed to determine if an information collection requires a 

privacy-related notice. OMB approval may take several months to receive, so recipients are advised to allow ample 

time for the processing of this request. 

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33. Copyright 

Condition: 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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If applicable, the recipient may copyright any work that is subject to copyright and was developed, or for which 

ownership was acquired, under this award in accordance with 2 C.F.R. § 200.315(b). The COPS Office reserves a 

royalty-free, nonexclusive and irrevocable license to reproduce, publish, or otherwise use the work, in whole or in 

part (including create derivative works), for Federal Government purposes, and to authorize others to do so. The 

COPS Office also reserves the right, at its discretion, not to publish deliverables and other materials developed 

under this award as a U.S. Department of Justice resource. 

Products and deliverables developed with award funds and published as a U.S. Department of Justice resource will 

contain the following copyright notice: 

“This resource was developed under a federal award and may be subject to copyright. The U.S. 

Department of Justice reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, 

or otherwise use the work for Federal Government purposes, and to authorize others to do so. This 

resource may be freely distributed and used for noncommercial and educational purposes only.” 

Why thiscondition: 

U.S. Department of Justice regulations allow the recipient of a SVPP award to copyright any work that is subject to 

copyright and was developed, or for which ownership was purchased, under an award. 

As a Federal Government agency whose activities include producing and disseminating law enforcement materials 

to advance public safety across the nation, the COPS Office has an interest in making your deliverables and 

products widely available and accessible to the public. The COPS Office may make any work that was developed or 

purchased under this award publicly available by any means without restriction, including a U.S. Department of 

Justice website, social media account, a hard copy, or in electronic form. The COPS Office also reserves the right, at 

its discretion, to not publish deliverables and other materials (e.g., reports, publications, manuals, and training 

curricula) developed under this award as a U.S. Department of Justice resource. 

What youshould do:

The recipient is responsible for acquiring the rights and ensuring that its subrecipients/contractors/authors acquire 

the rights, including the payment of required fees, to use copyrighted material for inclusion in deliverables that are 

developed under this award. All licensing, publishing, or similar agreements with a copyright holder, publisher, or 

other relevant party must include provisions giving the COPS Office a royalty-free, nonexclusive, and irrevocable 

license to reproduce, publish, or otherwise use the work in whole or in part (including create derivative works) for 

Federal Government purposes and to authorize others to do so. If the recipient retains a contractor or consultant 

to author or coauthor a work under this award, the recipient must ensure that there is a written agreement with 

the contractor or consultant that explicitly (1) assigns and transfers all rights to the copyright in the work to the 

recipient for the full term of copyright and, if a copyright transfer is not feasible, (2) awards the COPS Office the 

same royalty-free, nonexclusive, and irrevocable license to use, and authorize others to use, the work for Federal 

Government purposes. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

The U.S. Department of Justice is a nonexclusive licensee to copyrighted work that was developed, or for which 

ownership was purchased, under this award. Only the legal or beneficial owner of an exclusive right under a 

copyright is entitled to institute an infringement action. The recipient should therefore consult its own legal 

counsel with any copyright infringement questions. For more information about registering a copyright, please visit 

the U.S. Copyright Office at www.copyright.gov. 

34. LocalMatch 

Condition: 

Recipients are required to contribute a local match of at least 25 percent toward the total cost of the approved 

award project, unless waived in writing by the COPS Office. 34 U.S.C. § 10551(f). The local match must be a cash 

match and must be paid during the award period. 

Why this condition: 

The SVPP program provides up to 75 percent funding and a federal share up to $500,000 towards the total cost of 

the approved award project. Recipients are therefore responsible for at least 25 percent of the total project costs. 

The local match must be a cash match from local, state, or other non-COPS Office funds. Federal funds (other than 

COPS Office funds) may be used to meet your local match only if the federal funds are authorized by statute for 

that purpose and approved by both the federal agency and the COPS Office. 

What you should do: 

The SVPP award is for three years (36 months) in duration and the local match (cash) must be paid during the 

award period. Your agency must maintain records of your local share. These records should clearly show the 

source of the local matching funds, the amount of the match, and when the match was contributed. You do not 

need to provide these supporting documents to the COPS Office, but such records must be produced in the event 

of an audit or site visit. In addition, Recipients are required to report the amount of the match contributed on the 

quarterly Federal Financial Report SF-425 under “line B.” Acceptable sources for local match requirements may 

include the following: 

• Non-federal asset forfeitures funds (subject to approval from the state or local oversight agency) 

• Funds from state or local governments that are committed to matching funds for your program 

• Funds from federal programs whose statutes specifically authorize their use as matching funds 

• Funds contributed by private sources 

• Federal funds appropriated to tribal agencies or to the Bureau of Indian affairs performing law enforcement 

functions on Indian lands may be used as matching funds 

Matching contributions may be applied at any time during the life of the award, provided that the full matching 

share is obligated by the end of the award period. If you have any questions about paying the local match, please 

contact your COPS Grant Program Specialist at 800.421.6770. 

35. Contracts and MOUs with Other Jurisdictions 

Condition: 

The recipient understands and agrees that the equipment, technology, supplies, services, training, civilian positions, 

and other costs funded with this SVPP award may only be used to benefit schools within the recipient’s jurisdiction. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

The SVPP award is intended to benefit schools within the recipient’s jurisdiction. Therefore, the recipient must use 

the SVPP award funding to benefit its own population. 

What you should do: 

The SVPP award funding should be used directly to improve security at schools within the recipient’s jurisdiction. 

Therefore, the equipment, technology, supplies, services, training, civilian positions, and other costs funded with 

this SVPP award may not be used for any other purposes besides benefit the schools within the recipient’s 

jurisdiction. 

36. Termination 

Condition: 

Recipient understands and agrees that the COPS Office may terminate funding, in whole or in part, for the following 

reasons: 

(1) When the recipient fails to comply with the terms and conditions of a Federal award. 

(2) When an award no longer effectuates the program goals or agency priorities, to the extent such termination is 

authorized by law. 

(3) When the recipient agrees to the termination and termination conditions. 

(4) When the recipient provides the COPS Office written notification requesting termination including the reasons, 

effective date, and the portion of the award to be terminated. The COPS Office may terminate the entire award if 

the remaining portion will not accomplish the purposes of the award. 

(5) Pursuant to any other termination provisions included in the award. 

2. C.F.R. § 200.340.

Why this condition: 

This condition sets forth the circumstances under which your federal award may be terminated. 

What you should do: 

Carefully review the reasons for termination in this condition to ensure that your agency is aware of when award 

funding may be terminated. If you have any questions regarding the provisions, please contact your COPS Office 

Program Manage or Grant Program Specialist at 800-421-6770. 

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37. Domestic preferences for procurements. 

Condition: 

     

2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Recipient agrees that it, and its subrecipients, to the greatest extent practicable, will provide a preference for the 

purchase, acquisition, or use of goods, products, and materials produced in, and services offered in, the United 

States. 2. C.F.R. § 200.322 and Executive Order 14005, Ensuring the Future is Made in All of America by All of 

America’s Worker, January 25, 2021. 

Why this condition: 

It is the policy of the United States Government to use federal funds to buy American whenever possible. This 

condition promotes domestic preferences in procurements under federal awards. 

What you should do: 

Ensure that your agency provides a preference for American goods and services funded under your award to the 

greatest extent practicable and consistent with applicable law. 

38. Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment 

Condition: 

Recipient agrees that it, and its subrecipients, will not use award funds to extend, renew, or enter into any contract 

to procure or obtain any covered telecommunication and video surveillance ser-vices or equipment as described in 2 

CFR §200.216. Covered services and equipment include telecommunications or video surveillance services or 

equipment produced or provided by Huawei Technologies Company or ZTE Corporation (or any subsidiary or 

affiliate of such entities); Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or 

Dahua Technology Company (or any subsidiary or affiliate of such entities); or an entity that the Secretary of 

Defense, in consultation with the Director of the National Intelligence or the Director of the Federal Bureau of 

Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the 

government of China. The use of award funds on covered telecommunications or video surveillance services or 

equipment are unallowable. 2. C.F.R. § § 200.216 & 471. See also Section 889 of the John S. McCain National

Defense Authorization Act of Fiscal Year 2019, Public Law 115-232. 

Why this condition: 

Section 889 of the John S. McCain National Defense Authorization Act of Fiscal Year 2019, Public Law 115-232, as 

implemented by 2 C.F.R. §200.216, prohibits the use of award funds to extend, renew, or enter into any contract 

to procure or obtain any covered telecommunication and video surveillance services or equipment as explained in 

the condition. 

What you should do: 

Ensure that your agency does not use award funds to extend, renew, or enter into any contract to procure or 

obtain any covered telecommunication and video surveillance services or equipment. 

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39. Human Subjects Research

Condition: 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

The recipient agrees to comply with the provisions of the U.S. Department of Justice’s common rule regarding 

Protection of Human Subjects, 28 C.F.R. Part 46, prior to the expenditure of Federal funds to perform such activities,

if applicable. The recipient also agrees to comply with 28 C.F.R. Part 22 regarding the safeguarding of individually

identifiable information collected from research participants.

Why this condition: 

Protections for human subjects of research are required under U.S. Department of Justice regulations at 28 C.F.R. 

Part 46. This regulation constitutes the Federal Policy (Common Rule) for the Protection of Human Subjects. Each 

institution engaged in (nonexempt) COPS Office–supported human subjects research must provide a written 

assurance of compliance, satisfactory to the COPS Office, that it will comply with the U.S. Department of Justice 

human subjects regulations. 

What you should do: 

If any part of your SVPP project contains research or statistical activities which involve human subjects that are not 

covered by an exemption set forth in 28 C.F.R. Part 46.101(b), you must comply with the requirements in the U.S. 

Department of Justice’s common rule regarding the Protection of Human Subjects, 28 C.F.R. Part 46, including, but 

not limited to Institutional Review Board (IRB) approval and the appropriate assurances prior to the expenditure of 

federal funds to perform such activities. By signing the award document, you also agree to comply with 28 C.F.R. 

Part 22 regarding the safeguarding of individually identifiable information collected from research participants. 

What are the specific rules regarding termination of award funding?

The COPS Office may suspend, in whole or in part, or terminate funding or impose other sanctions on a recipient 

for the following reasons: 

• Failure to substantially comply with the requirements or objectives of the Students, Teachers, and Officers

Preventing (STOP) School Violence Act of 2018, 34 U.S.C. § 10551, et seq., program guidelines, or other

provisions of federal law

• Failure to make satisfactory progress toward the goals or strategies set forth in this application

• Failure to adhere to award agreement requirements or special conditions

• Proposing substantial plan changes to the extent that, if originally submitted, would have resulted in the

application not being selected for funding

• Failure to submit required or requested reports

• Filing a false statement or certification in this application or other report or document

• Other good cause shown

Prior to imposing sanctions, the COPS Office will provide reasonable notice to the recipient of its intent to impose 

sanctions and will attempt to resolve the problem informally. Appeal procedures will follow those in the U.S. 

Department of Justice regulations in 28 C.F.R. Part 18. 

Awards terminated due to noncompliance with the federal statutes, regulations, or award terms and conditions 

will be reported to the integrity and performance system accessible through SAM (currently FAPIIS). 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

False statements or claims made in connection with COPS Office awards may result in fines, imprisonment, 

debarment from participating in federal awards or contracts, and any other remedy available by law. 

Please be advised that recipients may not use COPS Office funding for the same item or service also funded by 

another U.S. Department of Justice award. 

Accepting the award 

After you have reviewed the conditions of your SVPP award and your agency agrees with these conditions, you are 

ready to accept the award. The Director of the COPS Office has signed the award package indicating approval of 

your award, an obligation of federal funds to your organization, and our commitment to the award. As stated at 

the beginning of this section, to officially begin your award and draw down your funds, the authorized officials (see 

the Glossary of Terms in the appendices) of your agency must access the JustGrants website to log in, review, and 

electronically sign the award document and, if applicable, the special award conditions or high risk conditions in 

the award document supplement, within 45 days of the announcement date. Print and retain a copy of all pages of 

the award document, award terms and conditions, award financial information, and award attachments for your 

records. 

Prior to accepting an award, the entity administrator must assign a financial manager, a grant administrator, and 

two authorized representatives for each award. COPS Office awardees will have two Authorized Representatives 

assigned to each award; both are required to accept the award. When the Authorized Representative(s) log(s) into 

their JustGrants account, they can view accepted awards and awards that need to be accepted. An email 

notification will also be sent to the Application Submitter, the Authorized Representative and the Entity 

Administrator to sign and accept their award. 

After funds have been obligated and the award package approved, JustGrants emails an award notification that 

the Automated Standard Application for Payments (ASAP) has begun. You need to enroll in the ASAP system if you 

have not already done so to complete additional documentation. 

Accepting or declining an award can only be done through JustGrants. You will still be able to print the PDF for 

reference. All of the Award Package information is available on one screen, along with a Work Queue that calls out 

awards requiring your response 

To accept the award: select an award from My Worklist, open and accept the information for each tab of the 

Award Details page, then click Accept to proceed. The Authorized Representative title, the contact information, 

and the day/date automatically populate the Acceptance tab. 

After accepting, the system will display a banner indicating that the award has been accepted. 

Refer to the Job Aid Reference Guide titled Grantee Acceptance at 

https://justicegrants.usdoj.gov/sites/g/files/xyckuh296/files/media/document/jarg-grantee-accept.pdf, which 

will walk you through the necessary steps to follow in accepting an Award Package. The reference materials will 

support an Authorized Representative in learning how to accept or decline an award. 

Who should sign the award package for our agency? 

The authorized representatives are the law enforcement and government executives who have ultimate and final 

responsibility for all programmatic and financial decisions regarding this award as representatives of the legal 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

recipient. COPS Office awards require that both the top law enforcement executive (e.g., chief of police, sheriff, or 

equivalent) and the top government executive (e.g., mayor, board chairman, or equivalent) sign the award 

package. For non–law enforcement agencies (institutions of higher education, private organizations, etc.), the 

authorized officials are the programmatic and financial officials who have the ultimate signatory authority to sign 

contracts on behalf of your organization. Typically, these are the same executives who signed the forms in your 

COPS Office application. 

If the Authorized Representatives changes between the time of application submission and award receipt, the 

Entity Administrator (EA) will need to update the Authorized Representative in JustGrants 

By when must the award package be signed? 

Please electronically sign the award package and all award condition pages within 45 days of the announcement 

date. Award funds will not be released until we have received your agency’s signed award document, your budget 

has received final clearance, and any other relevant award conditions particular to your agency have been 

satisfied. Failure to electronically sign your award document within the 45-day award acceptance period may 

result in your SVPP award being withdrawn and the funds deobligated without additional notification. If your 

agency requires an extension for accepting the award beyond the 45-day acceptance time frame, you will be able 

to request an extension through the online system. Be sure to explain the circumstances that prevent your agency 

from signing the award document within the 45-day period and identify the date by which the award document 

will be electronically signed. The COPS Office will review such requests on a case-by-case basis. The COPS Office 

reserves the right to deny requests to extend the 45-day award acceptance period. If you have any questions, 

please contact your COPS Office Grant Program Specialist or the COPS Office Response Center at 800-421-6770. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

II. Procurement Process 

In general, recipients are required to procure funded items through open and free competition when feasible. For 

the purchase of equipment, technology, or services under a COPS Office award, recipients must follow their own 

policies and procedures on procurement as long as those requirements conform to the federal procurement 

requirements set forth in the uniform administrative requirements (2 C.F.R. §§ 200.317 – 200.327). Consistent with 

the uniform administrative requirements that prohibit procurement practices that restrict competition, recipients 

and subrecipients may not discriminate against any person or entity on the basis of a person or entity’s status as 

an “associate of the Federal Government” (or on the basis of a person or entity’s status as a parent, affiliate, or 

subsidiary of an associate of the Federal Government). The term “associate of the Federal Government” means 

any person or entity engaged or employed (in the past or at present) by or on behalf of the Federal Government as 

an employee, contractor, subcontractor, award recipient, subrecipient, agent, or otherwise. 

As described in the award condition titled “Sole Source Justification,” recipients are required to submit a sole 

source justification (SSJ) request to the COPS Office for noncompetitive procurements in excess of $250,000 prior 

to purchasing equipment, technology, or services; obligating funding for a contract; or entering into a contract 

with award funds. If submitting a sole source justification request to the COPS Office, please use the format 

described in the Sole Source Justification fact sheet at https://cops.usdoj.gov/svpp#programdocuments. 

If you have any questions regarding the federal requirements that guide procurement procedures, please contact 

your COPS Office Grant Program Specialist. 

For more information about COPS Office programs and resources, please call the COPS Office Customer Care 

Center at 800-421-6770 or visit the COPS Office online at www.cops.usdoj.gov. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

III. Accessing Award Funds 

This section provides answers to payment-related questions, including all the information needed to provide 

access to request payments from your COPS Office awards. For assistance with financial management and award 

administration, please contact the COPS Office Response Center at 800-421-6770 or visit our website at 

https://cops.usdoj.gov. 

The Automatic Standard Application for Payments (ASAP) is the shared services payment system used by the U.S. 

Department of the Treasury that will replace the Grants Payment Request System (GPRS) for grants payments. 

Through this platform, recipients of DOJ grant awards and other forms of federal assistance will be able to request 

and receive payments for grants managed through JustGrants. The U.S. Department of the Treasury’s Bureau of 

the Fiscal Service – ISIM PP will send two emails to the entity’s System for Award Management (SAM) Electronic 

Business Point of Contact (E-Biz POC)—one containing a username and one containing a temporary password and 

a link to create a new password. After receiving both emails, the POC must complete the following steps: 

1. Use the username and temporary password provided to log in to the ISIM system to change your 

password and complete your security questions. 

2. Log in to ASAP using your username and your new password. 

3. Accept the ASAP terms. 

4. Select “1 notification awaiting review.” 

5. Select “Unread” from the Notification Status drop-down menu, then select “Continue.” 

6. Select the magnifying glass on the right side of the screen to view the Enrollment Notifications. 

To learn more about the ASAP registration process, please see the ASAP Registration Checklist. If you have 

questions or need help using ASAP, you can contact the OCFO Customer Service Center by email at 

Ask.OCFO@usdoj.gov or by phone (800) 458-0786. 

Payment method 

What method of payment is used? 

There is currently one payment system available for accessing federal award funds—the Automatic Standard 

Application for Payments (ASAP) is the shared services payment system used by the U.S. Department of the 

Treasury that will replace the Grants Payment Request System (GPRS) for grants payments. 

Setting up your account 

The Automated Standard Application for Payments (ASAP) allows organizations receiving federal funds to draw 

monies securely from pre-authorized accounts established by the agency issuing the payment. To establish 

payment into an authorized recipient organization’s account, refer to steps in the ASAP training reference 

materials at https://justicegrants.usdoj.gov/sites/g/files/xyckuh296/files/media/document/training-userguideasap.pdf. 

Once the enrollment process is completed, you should receive an email from “JustGrants” to invite you to assign 

roles to allow access to each of your awards. The appropriate role must be assigned to individuals responsible for 

completing the financial reports and progress reports. Once the role assignments are complete you should be able 

to access the required reports and access your COPS Office award funds. 

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When should Federal Financial Reports be filed? 

 

2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Current regulations state that all COPS award recipients are required to submit their initial Federal Financial Report 

(FFR) using Standard Form 425 (SF-425) at the end of the period that includes the award start date, regardless of 

when the award was accepted, and thereafter, at the end of every calendar quarter, regardless of award activity. 

This report should reflect actual expenditures and unliquidated obligations incurred by your agency on a 

cumulative basis. You will not be able to make drawdowns from your ASAP account if the SF-425 report for the 

most recent reporting quarter is not on file with the COPS Office by the deadline date. Recipients are required to 

submit their SF-425 reports in the JustGrants portal: https://justicegrants.usdoj.gov/. 

For more information on how to complete and where to submit your quarterly SF-425 report, see the section of 

this manual titled “Reporting Requirements.” 

Filing the Federal Financial Report (SF-425) identifies your federal and local expenditures made during that calendar 

quarter. However, to receive actual payment, you must request it through ASAP. 

In JustGrants, an FFR is submitted by a Financial Manager. FFRs may be submitted 10 calendar days or less from a 

reporting period end date until the due date. Once the due date passes, a delinquent report can still be submitted 

by a Financial Manager. A Financial Manager also has privileges to edit and resubmit FFRs. The most recent 

Quarterly FFR can be reopened and resubmitted if the due date has not passed. Similarly, a Final FFR can be 

reopened and resubmitted up to 120 days after the project period end date. You must contact your awarding 

office to reopen and resubmit a final FFR anytime beyond 120 days after the award end date. Funds are frozen one 

day after the due date if the report is not submitted. Funds are released once the delinquent FFR is submitted. The 

FFR (SF-425) can be accessed via the following link: https://www.grants.gov/web/grants/forms/postawardreporting-forms.html. 

Additional payment questions 

Can we receive advances? 

Yes. If you receive funds through electronic transfer, the period allowed is 10 days in advance. In general, the 

concept of “minimum cash on hand” applies to COPS Office awards. This concept requires that your agency 

request funds based upon immediate cash disbursement needs. You should time your request for payment to 

ensure that federal cash on hand is the minimum that you need. 

There should be no excess federal award funds on hand, except for advances not exceeding 10 days, as noted 

above. 

The Federal Government has four basic rules regarding advances. Advances can be terminated if the recipient 

A. is unwilling or unable to attain project goals; 

B. maintains excess cash on hand; 

C. does not adhere to the terms and conditions of the award; 

D. fails to submit reliable or timely reports. 

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How often can we request reimbursement of costs? 

 

 

 

 

 

 

 

 

 

 

 

 

2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

There are no limitations on how often your agency may request reimbursements; however, your reimbursement 

requests should cover a specific time frame and include only costs that were approved in the award financial 

information. As a general guideline, most agencies request reimbursement on a monthly or quarterly basis. Also, 

please note that a date range for a reimbursement request can only be used once. 

Can we earn interest on our award funds? 

For states, payments are governed by Treasury-State CMIA agreements and default procedures codified at 31 

C.F.R. Part 205 ‘‘Rules and Procedures for Efficient Federal-State Funds Transfers’’ and TFM 4A–2000 Overall 

Disbursing Rules for All Federal Agencies. 

For non-federal entities other than states, payment methods must minimize the time between your drawdown of 

federal funds and your payment of award costs to avoid earning excess interest on your award funds. You must 

account for interest earned on advances of federal funds as follows: 

• The Office of Management and Budget (OMB) uniform guidance at 2 C.F.R. § 200.305(b)(9) states that interest 

earned on federal advance payments deposited in interest-bearing accounts up to $500 per year may be 

retained by the non-federal entity for administrative expenses. 

• Any interest earned on federal advance payments deposited in interest-bearing accounts that is in excess of 

$500 per year must be remitted annually to the Department of Health and Human Services Payment 

Management System (PMS) through an electronic medium using either Automated Clearing House (ACH) 

network or a Fedwire Funds Service payment. For detailed information on remittance, please see the 

appendices for a full text of the electronic medium remittance options. 

• If you do not have access to an electronic medium option, then please make a check payable to “The 

Department of Health and Human Services” and mail the check to Treasury-approved lockbox: HHS Program 

Support Center, P.O. Box 530231, Atlanta, GA 30353-0231. (Please allow 4–6 weeks for processing of a 

payment by check to be applied to the appropriate Payment Management System (PMS) account). 

• Please notify your COPS Office Staff Accountant in the COPS Office Finance Business Unit when any interest 

that is earned is remitted to the Department of Health and Human Services, Payment Management System. 

Matching funds

Under the COPS Office SVPP, there is a local cash match requirement of a minimum of 25 percent. The COPS Office 

is funding 75 percent of the allowable items approved in your FCM up to $500,000. Any agency desiring to 

contribute additional funds to this project is encouraged to do so by reporting these funds on the SF-425 as a 

recipient share of expenditures (line 10j). 

Acceptable sources for local match requirements may include the following: 

• Nonfederal asset forfeiture funds (subject to approval from the state or local oversight agency; 

• Funds from state or local governments that are committed to matching funds for your program; 

• Funds from federal programs whose statutes specifically authorize their use as matching funds; 

• Funds contributed by private sources. 

• Federal funds appropriated to tribal agencies or to the Bureau of Indian affairs performing law enforcement 

functions on Indian lands may be used as matching funds. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

IV. Financial Record Maintenance 

As an award recipient of this COPS Office award program, your agency is required to establish and maintain 

accounting systems and financial records to accurately account for funds awarded and disbursed. These records 

must include both federal funds and any local funds contributed to this project. 

Accounting systems and records 

What accounting systems are required? 

Your agency needs to establish and maintain accounting systems and financial records to accurately account for 

the funds awarded. 

As required by 2 C.F.R. § 200.1 (Internal control over compliance requirements for federal awards), your 

accounting system should be designed to provide reasonable assurance regarding the achievement of the 

following objectives for federal awards: 

• Transactions are properly recorded and accounted for in order to prepare reliable financial statements and 

federal reports and to maintain accountability over assets. 

• Transactions are executed in compliance with all applicable federal statutes, regulations, and the award terms 

and conditions. 

• Funds, property, and other assets are safeguarded against loss from unauthorized use or disposition. 

Financial management and system of internal controls 

Award recipients must, as set out in the Uniform Guidance at 2 C.F.R. 200.303: 

i. Establish and maintain effective internal control over the Federal award that provides reasonable 

assurance that the recipient is managing the Federal award in compliance with Federal statutes, 

regulations, and the terms and conditions of the Federal award. These internal controls should be in 

compliance with guidance in “Standards for Internal Control in the Federal Government” issued by the 

Comptroller General of the United States and the “Internal Control Integrated Framework,” issued by the 

Committee of Sponsoring Organizations of the Treadway Commission (COSO). 

ii. Comply with Federal statutes, regulations, and the terms and conditions of the Federal awards. 

iii. Evaluate and monitor the recipient’s compliance with statutes, regulations, and the terms and conditions 

of Federal awards. 

iv. Take prompt action when instances of noncompliance are identified including noncompliance identified in 

audit findings. 

v. Take reasonable measures to safeguard protected personally identifiable information and other 

information the Federal awarding agency designates as sensitive or the recipient considers sensitive 

consistent with applicable Federal, state, local, and tribal laws regarding privacy and obligations of 

confidentiality. 

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What records must be kept? 

2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Your agency’s fiscal control and accounting systems should enable you to make accurate, current, and complete 

disclosure of the financial activity of your COPS Office awards. Your accounting records should contain information 

showing expenditures under the award and must be supported by items such as payroll records, time and 

attendance records, canceled checks, purchase orders, or similar documents. 

Your agency must adequately safeguard award funds and make sure that they are used for authorized purposes 

only. Your agency will be responsible for refunding any unallowable expenses. 

How long must records be kept? 

All financial records and supporting documents associated with each COPS Office award (including payroll, time 

and attendance records, canceled checks, and purchase order) must be retained for a period of three years from 

the date of submission of the final expenditure report as stated in 2 C.F.R. § 200.334 (Retention requirements for 

records). 

Your agency should maintain records so that you can identify them by award year or by fiscal year, whichever you 

find more convenient. If any litigation, claim, negotiation, audit, or other action involving these records has been 

started before the end of the three-year period, the records should be kept until completion of the action. These 

records should be easily located and should be properly protected against fire or other damage. Failure to 

maintain adequate records to document award expenditures may result in a requirement to repay all federal funds 

that cannot be supported with appropriate records. 

What if we have more than one award? 

If your agency has more than one COPS Office award or an award from another federal agency, funds received 

under one project may not be used to support another project without specific written authorization from the 

COPS Office, or in the case of an award from another agency, from both awarding agencies. Your accounting 

systems and financial records must reflect expenditures for each project separately. 

Who may access our records? 

Authorized federal representatives, including representatives from the U.S. Department of Justice, the Comptroller 

General of the United States, the COPS Office, and any entity designated by the COPS Office may access these 

records for the purposes of conducting audits, site visits, or other examinations. 

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V. Federal Audit Requirements 

In addition to oversight by the COPS Office, your award may be subject to an audit by independent examiners. The 

two primary types of audit are Single Audit Act (SAA) audits and U.S. Department of Justice, Office of the Inspector 

General (OIG) audits. 

Single Audit Act (SAA) requirements 

What are the regulations governing SAA requirements? 

The Single Audit Act (SAA) of 1984 established uniform guidelines f and standardized audit requirements for States, 

local governments, and Indian tribal governments receiving federal financial assistance. The 1984 Act was 

amended in July 1996, by extending these requirements to all nonprofit recipients of federal financial assistance. 

On December 26, 2013, the Office of Management and Budget (OMB) 6614 issued final guidance for 2 C.F.R. Part 

200—Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform 

Guidance). This guidance applies to all federal awards or funding increments awarded on or after December 26, 

2014, and provides additional guidelines regarding the implementation of SAA requirements. 2 C.F.R. Part 200, 

Subpart F – Audit Requirements, available at www.ecfr.gov/cgi-bin/textidx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl, establishes the requirements for organizational audits that 

apply to COPS Office award recipients. Recipients must arrange for the required organization-wide (not award-byaward) audit in accordance with the requirements of Subpart F. 

Who must have an SAA audit? 

A recipient that expends $750,000 or more during the recipient's fiscal year in federal awards must have a single 

audit conducted in accordance with 2 C.F.R. § 200.514 Scope of audit except when it elects to have a programspecific audit conducted in accordance with 2 C.F.R. § 200.501(c). An auditee may be a recipient, a subrecipient, or 

a vendor. 

SAA audits are conducted annually unless a state or local government is required by constitution or statute, in 

effect on January 1, 1987 to undergo audits less frequently than annually. The primary objective of an SAA audit is 

to express opinions on the recipient’s financial statements, internal controls, major and non-major award 

programs, and compliance with government laws and regulations. Single Audits may also address specific 

compliance issues with respect to COPS Office award requirements. 

In cases of continued inability or unwillingness to have an audit conducted in accordance with this part, federal 

agencies and pass-through entities must take appropriate action as provided in 2 C.F.R. §200.339 - Remedies for 

noncompliance. See 2 C.F.R. §200.505. 

These sanctions under 2 C.F.R. §200.200.339 could include the following: 

• Temporarily withhold cash payments pending correction of the deficiency by the nonfederal entity or more 

severe enforcement action by the federal awarding agency or pass-through entity. 

• Disallow (that is, deny both use of funds and any applicable matching credit for) all or part of the cost of the 

activity or action not in compliance. 

• Wholly or partly suspend or terminate the federal award. 

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• Initiate suspension or debarment proceedings as authorized under 2 C.F.R. part 180 and federal awarding 

agency regulations (or in the case of a pass-through entity, recommend such a proceeding be initiated by a 

federal awarding agency). 

• Withhold further federal awards for the project or program. 

• Take other remedies that may be legally available. 

Your SAA reports should not be sent to the COPS Office. If the DOJ is your cognizant federal agency (see the 

Glossary of Terms in the appendices), they should be sent to the Federal Audit Clearinghouse at: 

Federal Audit Clearinghouse 

Bureau of Census 

1201 East 10th Street 

Jeffersonville, IN 47132 

The U.S. Department of Justice, Office of Justice Programs (OJP) serves as the liaison between recipients and 

auditors in the conduct of resolving and closing SAA audits. Questions and comments regarding SAA audits may be 

directed to the COPS Office Response Center at 800-421-6770. 

Office of Inspector General (OIG) recipient audits 

What is the role of the OIG for award audits? 

The OIG is a separate component of the U.S. Department of Justice and is independent of the COPS Office. The 

primary objective of OIG recipient audits is to assess compliance with award terms and conditions. OIG audits are 

designed to prevent fraud, waste, and abuse of federal funds. The OIG audit process promotes efficiency and 

effectiveness in the administration and implementation of awards by evaluating compliance with the terms and 

conditions of awards. 

How are COPS Office awards selected for an OIG audit? 

The OIG randomly selects awards to be audited or may conduct a COPS Office recipient audit in response to a 

referral that the OIG believes warrants further evaluation. The OIG also surveys DOJ award-making agencies on an 

annual basis to solicit input on suggested audit areas for the upcoming fiscal year. In most instances, however, the 

OIG generally selects awards to be audited based on a number of factors, including the geographical distribution of 

awards funded, award amount, population served, award status (active and expired), and type of award (hiring 

and non-hiring). As such, the fact that a recipient has been selected for an OIG audit is not necessarily indicative of 

a suspected concern or problem area. 

What are the steps in an OIG audit? 

The COPS Office Grant Monitoring Division’s Audit Liaison Section serves as the liaison between recipients and the 

OIG’s Audit Division, which conducts the audit. The OIG steps in the audit process will determine the interactions 

between the OIG, the recipient, and the COPS Office Audit Liaison Section: 

• Call for award data. The OIG requests award documentation from the COPS Office. 

• Entrance conference. The OIG schedules to meet with the recipient to gather documentation and conduct 

audit. 

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• Draft audit report. The OIG reviews documentation and presents initial findings to the recipient and copies 

the COPS Office. The COPS Office interacts with the recipient to coordinate any repayments, and/or policy or 

procedure documents to be submitted to the OIG before release of the Final Audit Report. 

• Final audit report. The OIG has completed its direct interaction with the recipient. The COPS Office directs the 

recipient to formulate a Corrective Action Plan to address recommendations (findings). As each 

recommendation is successfully addressed by the recipient, the COPS Office requests closure on the 

recommendation. 

• Closing the audit. When all recommendations have been closed, the COPS Office requests closure on the audit 

from the OIG and notifies the recipient that the audit is closed. 

If you have any questions regarding an OIG audit, please contact the COPS Office Grant Monitoring Division’s Audit 

Liaison Section via the COPS Office Response Center at 800-421-6770. Questions and comments regarding the 

administration of your COPS Office SVPP award, not specifically related to an audit, should be referred to your 

COPS Office Grant Program Specialist. 

Typical audit findings 

The OIG has typically reported the following audit findings pertaining to awards as a result of lack of proper 

documentation, poor business practices, or inadequate accounting and record keeping systems: 

• Unallowable costs. Recipient incurred costs that were not approved in the original budget or a budget 

modification, were in excess of the approved budget, or were charged to the award after the expiration date 

and an award extension was not obtained. 

• Unsupported costs. Specific award expenditures and reimbursements could not be supported by adequate 

documentation (including but not limited to receipts or purchases orders), that may have been allowable 

under the program, but for which no prior written approval was obtained from the COPS Office , or award 

expenditures were in excess of actual approved award costs. 

• Lack of complete/timely programmatic and financial reporting. Recipient failed to submit required 

programmatic and financial reports in a timely manner and/or had inadequate record keeping systems. 

• Funds to better use. Funds could be used more efficiently based on management actions such as 

 reductions in outlays; 

 deobligation of funds; 

 withdrawal; 

 costs not incurred by implementing recommended improvements; and/or 

 any other identified savings. 

• Questioned costs. Costs that are questioned by the auditor because of an audit finding which resulted from a 

violation or possible violation of a provision of law, regulation, award terms and conditions, or other 

document governing the use of federal funds; or because costs incurred appear unreasonable and do not 

reflect the actions a prudent person would take under the same circumstances; or because costs at the time of 

the audit are not supported by adequate documentation. 

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• Policy and procedure. Weaknesses are identified in a recipient’s accounting practices, fiscal stewardship, 

accuracy of data used in the development of the award applications, and/or inventory controls that led to the 

recommendation cited in the audit. The recipient is required to develop or revise policies and/or procedures 

consistent with their existing practices and submit to the COPS Office to forward to the OIG to close the 

recommendation. 

After the final OIG audit report has been issued, the COPS Office Grant Monitoring Division will continue working 

as the liaison between your agency and the OIG to obtain closure on any audit findings. The COPS Office will issue 

a closure letter once all audit recommendations have been closed by the OIG. You must keep all documentation 

related to the audit for a period of three years following the audit’s closure. 

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VI. Reporting Requirements 

As a COPS Office award recipient, your agency will be required to submit quarterly Federal Financial Reports as 

well as semiannual performance reports. Awarded agencies should be prepared to track and report COPS Office 

award funding separately from all other funding sources (including other COPS Office and federal awards) to 

ensure accurate financial and programmatic reporting on a timely basis. Your agency should ensure that you have 

adequate financial internal controls in place to monitor the use of all funding, and also to ensure that its use is 

consistent with the award terms and conditions. Good stewardship in this area includes written accounting 

practices, use of an accounting system that adequately tracks all award drawdowns and expenditures, and has the 

ability to track when COPS Office award–funded positions are filled or approved purchases are made. Failure to 

submit complete reports or submit them in a timely manner may result in the suspension and possible termination 

of your agency’s COPS Office award funding or other remedial actions. 

Federal Financial Reports 

Your agency is required to submit a quarterly Federal Financial Report (FFR) using Standard Form 425 (SF-425) 

within 30 days after the end of each calendar quarter. A final SF-425 will be due within 120 days after the end of 

the award period. This report reflects the actual cumulative federal expenditures incurred during the funding 

period and the remaining unobligated balance of federal funds. Under federal regulations, your agency is not 

permitted to draw down federal funding for costs incurred after the official award end date; however, you will 

have a 120-day period after the award end date during which you can draw down funds for eligible expenditures 

incurred before the award end date. 

As a reminder, the only role within JustGrants that can submit the federal financial report (FFR) is the Financial 

Manager. Individuals with that role in JustGrants should review Just Grants resources online that outline helpful 

guidance on how to complete and submit FFRs in the JustGrants system. 

How do we file Federal Financial Reports? 

All COPS Office award recipients are strongly encouraged to submit the required quarterly SF-425 online. 

To submit an FFR, follow these steps: 

• Navigate to the Just Grants Home link on the left-hand side. 

• Go to your Task List. 

• Open the FFR you want to edit/submit. 

Once the FFR opens, the Recipient Information appears, select Continue to move to the next screen. Note: The 

data on this page is prepopulated from the award package and the entity profile. 

The Report Information screen contains several required fields. 

(a) Enter the Recipient Account Number. 

(b) Select the Report Type. 

(c) Select the Basis of Accounting. Scroll down to the Transactions section. 

The following fields are not editable because they are not required for DOJ: 

(a) 10a. Cash Receipts 

(b) 10b. Cash Disbursements 

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(c) 10c. Cash on Hand (line a minus b) 

• Enter information in the following fields as appropriate: 

(a) 10d. Total Federal funds authorized 

(b) 10g. Total Federal share (sum of • Prepopulated from the Award Package lines e and f) 

(c) 10e. Federal share of expenditures • System calculated • Enter the cumulative amount of federal 

(d) 10h. Unobligated balance of Federal fund expenditures. Funds (line d minus g) 

(e) 10f. Federal Share of Unliquidated • System Calculated Obligation • Insert as appropriate 

(f) 10i. Total recipient share required 

A new change for FY21: Cumulative expenditures must be entered in line 10e, 10j, 10f, 10j, 10m, and 10n. 

Cumulative expenditures are defined as: The amount from the awards inception to the end of the reporting 

period. 

• Enter information in the following fields as appropriate: 

(a) 10k. Remaining recipient share to be provided (line i minus j) 

(b) 10l. Total Federal program income earned 

(c) 10m. Program Income expended in accordance with the deduction alternative 

(d) 10n. Program Income expended in accordance with the addition alternative 

(e) 10o. Unexpended program income 

• Select Continue 

In the Remarks and Certification screen, enter text in box 12. Additional Information. 

• 13 Note: If the figures in line 10e or 10j are less than the previous reporting period, you are required to add 

additional narrative in Box 12 “Remarks” explaining this discrepancy. Failure to do so will result in a validation 

error. 

• Select Upload Supporting Documents to attach a document 

• Review the certification information. Select the Submit button. 

The FFR status will be changed to “Resolved-Completed” once the FFR data is transferred to the Unified Financial 

Management System (UFMS). 

When are Federal Financial Reports due? 

An SF-425 report must be submitted for each COPS Office award at the end of every calendar quarter and no later 

than 30 days after the last day of each reporting period, as detailed in table 1. 

Table 1. Due dates of SF-425 by quarter 

Reporting quarter SF-425 due date 

January 1–March 31 

April 1–June 30 

July 1–September 30 

October 1–December 31 

April 30 

July 30 

October 30 

January 30 

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For your initial SF-425 submission, determine when the SF-425 reporting period that includes your award start 

date ended and complete an SF-425 to cover the period from the award start date to the end of that period 

(regardless of when the award was accepted). You are required to submit an SF-425 even if you have not spent 

any money or incurred any costs during a reporting period. The due dates for online filing of SF-425 reports are 

the same as for the submission of paper copies. 

Example: 

If your award start date is 09-01-18 and the current date is 11-15-18, then your first SF-425 would be due no later 

than 10-30-18 and would cover the period 09-01-18 (award start date) through 09-30-18 (end of the initial 

reporting quarter for this award). This SF-425 must be on file with the COPS Office before the submission deadline 

so that you can avoid being delinquent and successfully complete a drawdown of funds through GPRS. 

Award recipients who do not submit an SF-425 report by the due date each quarter will be unable to draw down 

funds. The payment system contains a function which checks for SF-425 delinquency and will reject a drawdown 

attempt if the SF-425 is not current. Subsequent outreach through email, fax, or hard copy reminders may be sent 

to the recipient if the SF-425 is delinquent. 

For general information concerning online filing of SF-425 reports, go to https://cops.usdoj.gov or contact the 

COPS Office Response Center by phone at 800-421-6770 or by email at AskCopsRC@usdoj.gov. 

For assistance in completing the SF-425, contact the COPS Office Response Center at 800-421-6770 or by email at 

AskCopsRC@usdoj.gov or review the “Helpful Hints Guide for Completing the Federal Financial Report (SF-425)” at 

https://cops.usdoj.gov/ctas#programdocuments. 

How will awards be monitored? 

The COPS Office and designated representatives from the Office of the Chief Financial Officer, Office of Justice 

Programs monitor the financial aspects of your agency’s award through financial reports, on-site visits, officebased grant reviews, meetings, telephone contacts, reports, audits, reviews of grant change requests, and special 

request submissions. 

Program Performance Reports 

• Semiannual Performance Reports and a Final Performance (Closeout) Report are required to be submitted 

directly to the COPS Office via Just Grants. There are a few changes to the COPS performance reports: 

• Progress reports are now called Performance Reports 

• Agencies must submit a separate performance report for each award 

• Information that was previously filled in automatically on reports (for example, the number of sworn officers 

awarded, award number) is now entered manually by the agency completing the report 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Only the Grants Award Administrator for your organization will be able to view and submit a performance report. 

To submit your performance report, please log in to JustGrants and check your worklist or the “Funded Award 

Performance Management” tab for performance reports. The Grant Award Administrator can locate the current 

report question set in JustGrants in two locations: in My Worklist or on the Performance Management tab of the 

funded award. 

If you experience issues with submitting your performance report, please contact JustGrants Support at 

JustGrants.Support@usdoj.gov or 833– 872–5175, Monday through Friday between the hours of 5:00 a.m. and 

9:00 p.m. ET; and Saturday, Sunday, and federal holidays from 9:00 a.m. to 5:00 p.m. ET. 

How do we file a final performance report? 

You should complete a final performance report if the award period of performance ended more than 120 days 

ago, or your award is being closed out, and you did not submit a final performance report in NextGen. To submit a 

final report, the Grants Award Administrator should locate the report question set in My Worklist or on the 

Performance Management tab. The report cover page will ask whether the report is interim progress report or a 

final report; please select “final” to view final report questions. 

Do we need to request a performance report? 

No. Notification of Semiannual performance report collection will be sent to grantees in the months of March and 

August. The information provided in the performance report will cover all your COPS Office award activities for the 

preceding calendar six months; the report is due 30 days after the notification is sent. 

When are Programmatic Performance Reports due? 

Effective January 1, 2020, the COPS Office is changing the quarterly programmatic progress report cycle to a new 

semiannual submission, which will be due March 3 and August 30 as shown in table 2. 

Table 2. Semiannual due dates of performance reports 

Reporting period Performance Report due date 

August 1 – January 31 March 3

February 1 – July 31 August 30 

What kind of information will these reports require? 

These reports will request information about the status of your award in terms of purchasing equipment, hiring 

personnel, delivering services, and progress in meeting milestones identified in the cooperative agreement, as well 

as general information about your agency. 

What if we make a mistake or need to modify the report after it is submitted? 

You may log in to JustGrants to reopen and make edits to your Programmatic Performance Report. 

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Will the data that we submit be publicly available? 

2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Performance Reports submitted to the COPS Office may be reported publicly in response to a Freedom of 

Information Act (FOIA) request. 

If your agency has any questions regarding the submission of these required reports, please call the COPS Office 

Progress Report Team at 800-659-7379. 

Entity Management 

If you do not have the ability to submit your federal financial report or performance report, this may indicate that 

the Entity Administrator for your organization has not made the correct work assignment to your grant. To confirm 

the work assignment has been properly made, the Entity Administrator should follow the steps below to confirm: 

1. Log in to JustGrants. 

2. Click “Awards” from the left menu. 

3. Click “Show/Hide Roles.” 

4. Click the “Financial Manager” and “Grant Award Administrator” check boxes. 

5. Click “Confirm.” 

If the Financial Manager and Grant Award Administrator’s names appear under the respective columns, then the 

work assignment has been properly made and those users should be able to complete and submit the reports. 

If the names do not appear in the respective columns, the Entity Administrator should take the following steps: 

1. Click the check box next to the award ID. 

2. Choose a role (e.g., Financial Manager, Grant Award Administrator) from the “Choose Role” dropdown 

menu (bottom of the screen). 

3. Choose the individual’s name from the “Assign to” drop-down menu. 

4. Click “Assign.” 

Once the Entity Administrator has completed these steps, the assigned Financial Manager and Grant Award 

Administrator should be able to access and submit the respective reports. 

Contact points to obtain technical assistance and report violations 

Any alleged violations, serious irregularities, or acts that may result in the use of public funds in a manner 

inconsistent with the Public Safety Partnership and Community Policing Act of 1994 or the purposes of this award, 

may be reported to the U.S. Department of Justice. Furthermore, the COPS Office welcomes the opportunity to 

provide assistance regarding the implementation of award provisions to help ensure that federal award funds are 

spent responsibly. As such, the following contacts are provided to address noncompliance and technical assistance 

issues: 

• If you suspect violations of a criminal nature, please contact the U.S. Department of Justice, Office of the 

Inspector General (OIG) at https://oig.justice.gov/hotline, OIG.hotline@usdoj.gov, or 800-869-4499. 

• If you suspect award violations (not criminal in nature) related to the award conditions listed in this manual, 

please contact the COPS Office Grant Monitoring Division at 800-421-6770. 

• If you have any questions or need assistance regarding your award, please contact your COPS Office Grant 

Program Specialist via the COPS Office Response Center at 800-421-6770. 

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VII. When the Award Period Has Ended 

At the end of your agency’s COPS Office award period, the COPS Office is responsible for the closeout of your 

award. As part of this process, the COPS Office requires documentation demonstrating that your agency has met 

all of the programmatic and financial requirements of the award. After the end of the award period, your agency 

will be asked to submit a Final Federal Financial Report (SF-425) and any applicable final programmatic progress 

reports. 

Final Federal Financial Report (SF-425) 

The final Federal Financial Report FFR (SF-425) for your award is due to the COPS Office no later than 120 days 

after the end date of the award period. To avoid being delinquent and having your funds frozen, you must submit 

an SF-425 report within the 30-day grace period, even if your final SF-425 is not due yet. You can revise that report 

to reflect your final actual costs and revise the status as final no later than 120 days after the end date of the 

award period. The final report should reflect the total amount of allowable federal expenditures that were 

incurred during the life of the award, as well as the amount of unobligated funds remaining, if any. The federal 

funds expended should reflect only the actual allowable costs incurred relative to the specific SVPP program 

requirements for that award. In addition, once you have completed your final drawdown, this report should 

reconcile with the total amount of federal funds drawn down by your agency. The final SF-425 should also include 

the total amount of the local cash match contributed, if applicable. 

When should all of the award monies be spent? 

Award funds reflecting allowable project costs must be obligated before the end of the award period. Obligated 

funds cover monies spent, and expenses incurred but not yet paid, for any approved items listed on the award 

financial information. Your agency has up to 120 days after the end date of the award period to pay for eligible 

expenses previously incurred, and to request reimbursement for any remaining eligible balance. You cannot list an 

accrual on your final SF-425. Request an extension if you will not be able to pay for any obligations within the time 

frames listed above. 

Please be advised that 2 C.F.R. Part 200.343(a) requires recipients to submit final SF-425s and 2 C.F.R. Part 

200.343(b) requires recipients to draw down the final reimbursement for expended funds within 120 days after the 

expiration of the award. In addition, be advised that failure to complete the drawdown of funds within the 120-day 

period following award expiration will result in the forfeiture of the remaining eligible balance. 

It is possible that your agency may have unobligated and unspent award funds remaining in your account following 

the award period due to an overestimate of item costs during the application period. Your agency should review its 

records carefully to ensure that it expends and draws down only the amount required for actual costs incurred 

during the award period. Any remaining unobligated or unspent funds should remain in your account and will be 

deobligated during the closeout process. 

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Final Program Progress (Closeout) Report 

After your award period has ended, your agency’s final progress report can also be accessed through the 

Performance Management section of the award in JustGrants. This report will serve as your agency’s final 

programmatic report on the award, and the information your agency provides in this report will be used to make a 

final assessment of your award progress. The recipient will be sent a closeout report from the COPS Office and 

asked to complete it, as well. 

Equipment disposition 

Each recipient must use any equipment funded through a COPS Office award for approved award-related purposes 

and must retain the equipment for the life of the award. After the conclusion of the award period, property 

records must be maintained by the recipient. The records should include a description of the property; a serial 

number or other identification number; the source of the property; the name of the person or entity that holds the 

title; the acquisition date and cost of the property; the percentage of federal participation in the cost of the 

property; the location, use, and condition of the property; and any ultimate disposition data, including the date of 

disposal and sale price of the property. A control system must be developed to ensure adequate safeguards to 

prevent loss, damage, or theft of the property. 

When the award has expired and original or replacement equipment obtained under the award is no longer 

needed for the original project or for other activities currently or previously supported by a federal agency, 

disposition of the equipment shall be made as follows: 

Items of equipment with a current per-unit fair market value of $5,000 or less may be retained, sold, or otherwise 

disposed of with no further obligation to the awarding agency. 

Items of equipment with a current per-unit fair market value in excess of $5,000 may be retained or sold and the 

awarding agency is entitled to an amount calculated by multiplying the current market value or proceeds from sale 

by the awarding agency’s federal share in the cost of the original purchase. 

For more information, please see 2 C.F.R. § 200.313. 

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VIII. Conclusion 

We hope that this manual has assisted you and your agency with your award questions. We welcome and 

encourage any comments you have regarding the COPS Office SVPP Program and the materials we have developed 

for its administration. If you have specific comments regarding this manual or have any questions about your 

award, please call your COPS Office Grant Program Specialist or the COPS Office Customer Care Center at 800-421-

6770. 

Pursuant to Executive Order 13513, “Federal Leadership on Reducing Text Messaging While Driving,” the COPS 

Office encourages recipients of U.S. Department of Justice funds to adopt and enforce policies that ban text 

messaging while driving and to establish workplace safety policies to decrease crashes caused by distracted 

drivers. 

In addition, pursuant to Executive Order 13043, “Increasing Seat Belt Use in the United States,” the COPS Office 

encourages recipients of U.S. Department of Justice funds to adopt and enforce on-the-job seat belt policies and 

programs for their employees when operating company-owned, rented, or personally owned vehicles. 

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Appendices 

Appendix A. List of source documents 

A. Primary Sources 

Students, Teachers, and Officers Preventing (STOP) School Violence Act of 2018, 34 U.S.C. § 10551 et seq. 

B. Secondary Sources 

Code ofFederal Regulations (CFR)/Office of Management and Budget (OMB): 

2 C.F.R. Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal 

Awards) as adopted by the U.S. Department of Justice in 2 C.F.R. § 2800.101 

4 C.F.R. Parts 101-105, U.S. Department of Justice/Government Accountability Office, “Joint Federal Claims 

Collections Standards” 

5 C.F.R. Part 1320, “Controlling Paperwork Burdens on the Public” 

5 C.F.R. Part 151, “Political Activity of State and Local Officers or Employees” 

28 C.F.R. Part 23, “Criminal Intelligence Systems Operating Policies” 

28 C.F.R. Part 61, “Procedures for Implementing the National Environmental Policy Act” 

28 C.F.R. Part83, “Government-Wide Requirements for Drug-Free Workplaces (Grants)” 

28 C.F.R. Part 69, “New Restrictions on Lobbying” 

31 C.F.R. Part 205, “Rules and Procedures for Efficient Federal-State Funds Transfers” 

OMB Circular A-129, “Policies for Federal Credit Programs and Non-Tax Receivables” 

48 C.F.R. Part 31 (Federal Acquisition Regulation), “Contract Cost Principles and Procedures” 

Executive Orders: 

Executive Order 12291, “Regulations” 

Executive Order 12372, 28 C.F.R. Part 30, “Intergovernmental Review of Federal Programs” 

Executive Order 12547, “Non-Procurement Debarments and Suspension” 

Executive Order 13513, “Federal Leadership on Reducing Text Messaging While Driving,” 

Executive Order 13043, “Increasing Seat Belt Use in the United States” 

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Appendix B. Assurances and Certifications 

Below is the text of the U.S. Department of Justice Certified Standard Assurances, which the applicant will review 

and accept electronically in JustGrants as part of the application process. 

U.S. Department of Justice Certified Standard Assurances 

On behalf of the Applicant, and in support of this application for a grant or cooperative agreement, I certify under 

penalty of perjury to the U.S. Department of Justice ("Department"), that all of the following are true and correct: 

1. I have the authority to make the following representations on behalf of myself and the Applicant. I understand 

that these representations will be relied upon as material in any Department decision to make an award to the 

Applicant based on its application. 

2. I certify that the Applicant has the legal authority to apply for the federal assistance sought by the application, 

and that it has the institutional, managerial, and financial capability (including funds sufficient to pay any 

required non-federal share of project costs) to plan, manage, and complete the project described in the 

application properly. 

3. I assure that, throughout the period of performance for the award (if any) made by the Department based on 

the application— 

A. the Applicant will comply with all award requirements and all federal statutes and regulations applicable 

to the award; 

B. the Applicant will require all subrecipients to comply with all applicable award requirements and all 

applicable federal statutes and regulations; and 

C. the Applicant will maintain safeguards to address and prevent any organizational conflict of interest, and 

also to prohibit employees from using their positions in any manner that poses, or appears to pose, a 

personal or financial conflict of interest. 

4. The Applicant understands that the federal statutes and regulations applicable to the award (if any) made by 

the Department based on the application specifically include statutes and regulations pertaining to civil rights 

and nondiscrimination, and, in addition— 

A. the Applicant understands that the applicable statutes pertaining to civil rights will include section 601 of 

the Civil Rights Act of 1964 (42 U.S.C. § 2000d); section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 

794); section 901 of the Education Amendments of 1972 (20 U.S.C. § 1681); and section 303 of the Age 

Discrimination Act of 1975 (42 U.S.C. § 6102); 

B. the Applicant understands that the applicable statutes pertaining to nondiscrimination may include 

section 809(c) of Title I of the Omnibus Crime Control and Safe Streets Act of 1968 (34 U.S.C. § 10228(c)); 

section 1407(e) of the Victims of Crime Act of 1984 (34 U.S.C. § 20110(e)); section 299A(b) of the Juvenile 

Justice and Delinquency Prevention Act of 2002 (34 U.S.C. § 11182(b)); and that the grant condition set 

out at section 40002(b)(13) of the Violence Against Women Act (34 U.S.C. § 12291(b)(13)), which will 

apply to all awards made by the Office on Violence Against Women, also may apply to an award made 

otherwise; 

C. the Applicant understands that it must require any subrecipient to comply with all such applicable 

statutes (and associated regulations); and 

D. on behalf of the Applicant, I make the specific assurances set out in 28 C.F.R. §§ 42.105 and 42.204. 

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5. The Applicant also understands that (in addition to any applicable program-specific regulations and to 

applicable federal regulations that pertain to civil rights and nondiscrimination) the federal regulations 

applicable to the award (if any) made by the Department based on the application may include, but are not 

limited to, 2 C.F.R. Part 2800 (the DOJ "Part 200 Uniform Requirements") and 28 C.F.R. Parts 22 

(confidentiality -research and statistical information), 23 (criminal intelligence systems), 38 (regarding faithbased or religious organizations participating in federal financial assistance programs), and 46 (human subjects 

protection). 

6. I assure that the Applicant will assist the Department as necessary (and will require subrecipients and 

contractors to assist as necessary) with the Department's compliance with section 106 of the National Historic 

Preservation Act of 1966 (54 U.S.C. § 306108), the Archeological and Historical Preservation Act of 1974 (54 

U.S.C. §§ 312501-312508), and the National Environmental Policy Act of 1969 (42 U.S.C. §§ 4321-4335), and 28 

C.F.R. Parts 61 (NEPA) and 63 (floodplains and wetlands). 

7. I assure that the Applicant will give the Department and the Government Accountability Office, through any 

authorized representative, access to, and opportunity to examine, all paper or electronic records related to 

the award (if any) made by the Department based on the application. 

8. I assure that, if the Applicant is a governmental entity, with respect to the award (if any) made by the 

Department based on the application— 

A. it will comply with the requirements of the Uniform Relocation Assistance and Real Property Acquisitions 

Act of 1970 (42 U.S.C. §§ 4601-4655), which govern the treatment of persons displaced as a result of 

federal and federally assisted programs; and 

B. it will comply with requirements of 5 U.S.C. §§ 1501-1508 and 7324-7328, which limit certain political 

activities of State or local government employees whose principal employment is in connection with an 

activity financed in whole or in part by federal assistance. 

9. If the Applicant applies for and receives an award from the Office of Community Oriented Policing Services 

(COPS Office), I assure that as required by 34 U.S.C. § 10382(c)(11), it will, to the extent practicable and 

consistent with applicable law—including, but not limited to, the Indian Self-Determination and Education 

Assistance Act—seek, recruit, and hire qualified members of racial and ethnic minority groups and qualified 

women in order to further effective law enforcement by increasing their ranks within the sworn positions, as 

provided under 34 U.S.C. § 10382(c)(11). 

10. If the Applicant applies for and receives a DOJ award under the STOP School Violence Act program, I assure as 

required by 34 U.S. C. § 10552(a)(3), that it will maintain and report such data, records, and information 

(programmatic and financial) as DOJ may reasonably require. 

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I acknowledge that a materially false, fictitious, or fraudulent statement (or concealment or omission of a material 

fact) in this certification, or in the application that it supports, may be the subject of criminal prosecution 

(including under 18 U.S.C. §§ 1001 and/or 1621, and/or 34 U.S.C. §§ 10271-10273), and also may subject me and 

the Applicant to civil penalties and administrative remedies for false claims or otherwise (including under 31 U.S.C. 

§§ 3729-3730 and 3801-3812). I also acknowledge that the Department’s awards, including certifications provided 

in connection with such awards, are subject to review by the Department, including by its Office of the Inspector 

General. 

Signature of Law Enforcement Executive/Agency Executive 

(For your electronic signature, please type in your name) 

Date 

Signature of Government Executive/Financial Official 

(For your electronic signature, please type in your name) 

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U.S. Department of Justice Certifications Regarding Lobbying; Debarment, Suspension 

and Other Responsibility Matters; Drug-Free Workplace Requirements; Law 

Enforcement and Community Policing 

Applicants should refer to the regulations cited below to determine the certification to which they are required to 

attest. Applicants should also review the instructions for certification included in the regulations before completing 

this form. The certifications shall be treated as a material representation of fact upon which reliance will be placed 

when the U.S. Department of Justice (“Department”) determines to award the covered transaction, grant, or 

cooperative agreement. 

1. LOBBYING 

As required by 31 U.S.C. § 1352, as implemented by 28 C.F.R. Part 69, the Applicant certifies and assures (to 

the extent applicable) the following: 

(a) No Federal appropriated funds have been paid or will be paid, by or on behalf of the Applicant, to any 

person for influencing or attempting to influence an officer or employee of any agency, a Member of 

Congress, an officer or employee of Congress, or an employee of a Member of Congress in 

connection with the making of any Federal grant, the entering into of any cooperative agreement, or 

the extension, continuation, renewal, amendment, or modification of any Federal grant or 

cooperative agreement; 

(b) If the Applicant’s request for Federal funds is in excess of $100,000, and any funds other than Federal 

appropriated funds have been paid or will be paid to any person for influencing or attempting to 

influence an officer or employee of any agency, a member of Congress, an officer or employee of 

Congress, or an employee of a member of Congress in connection with this Federal grant or 

cooperative agreement, the Applicant shall complete and submit Standard Form - LLL, “Disclosure of 

Lobbying Activities” in accordance with its (and any DOJ awarding agency’s) instructions; and 

(c) The Applicant shall require that the language of this certification be included in the award documents 

for all subgrants and procurement contracts (and their subcontracts) funded with Federal award 

funds and shall ensure that any certifications or lobbying disclosures required of recipients of such 

subgrants and procurement contracts (or their subcontractors) are made and filed in accordance with 

31 U.S.C. § 1352. 

2. DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS 

A. Pursuant to Department regulations on nonprocurement debarment and suspension implemented at 2 

C.F.R. Part 2867, and to other related requirements, the Applicant certifies, with respect to prospective 

participants in a primary tier “covered transaction,” as defined at 2 C.F.R. § 2867.20(a), that neither it nor 

any of its principals— 

(a) is presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial 

of Federal benefits by a State or Federal court, or voluntarily excluded from covered transactions by 

any Federal department or agency; 

(b) has within a three-year period preceding this application been convicted of a felony criminal violation 

under any Federal law, or been convicted or had a civil judgment rendered against it for commission 

of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a 

public (Federal, State, tribal, or local) transaction or private agreement or transaction; violation of 

Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, 

falsification or destruction of records, making false statements, tax evasion or receiving stolen 

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property, making false claims, or obstruction of justice, or commission of any offense indicating a lack 

of business integrity or business honesty that seriously and directly affects its (or its principals’) 

present responsibility; 

(c) is presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, 

State, tribal, or local) with commission of any of the offenses enumerated in paragraph (b) of this 

certification; and/or 

(d) has within a three-year period preceding this application had one or more public transactions 

(Federal, State, tribal, or local) terminated for cause or default. 

B. Where the Applicant is unable to certify to any of the statements in this certification, it shall attach an 

explanation to this application. Where the Applicant or any of its principals was convicted, within a threeyear period preceding this application, of a felony criminal violation under any Federal law, the Applicant 

also must disclose such felony criminal conviction in writing to the Department (for OJP Applicants, to OJP 

at Ojpcompliancereporting@usdoj.gov; for OVW Applicants, to OVW at OVW.GFMD@usdoj.gov; or for 

COPS Applicants, to COPS at AskCOPSRC@usdoj.gov), unless such disclosure has already been made. 

3. FEDERAL TAXES 

A. If the Applicant is a corporation, it certifies either that (1) the corporation has no unpaid Federal tax 

liability that has been assessed, for which all judicial and administrative remedies have been exhausted or 

have lapsed, that is not being paid in a timely manner pursuant to an agreement with the authority 

responsible for collecting the tax liability, or (2) the corporation has provided written notice of such an 

unpaid tax liability (or liabilities) to the Department (for OJP Applicants, to OJP at 

Ojpcompliancereporting@usdoj.gov; for OVW Applicants, to OVW at OVW.GFMD@usdoj.gov; or for COPS 

Applicants, to COPS at AskCOPSRC@usdoj.gov). 

B. Where the Applicant is unable to certify to any of the statements in this certification, it shall attach an 

explanation to this application. 

4. DRUG-FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS) 

As required by the Drug-Free Workplace Act of 1988, as implemented at 28 C.F.R. Part 83, Subpart F, for 

grantees, as defined at 28 C.F.R. §§ 83.620 and 83.650: 

A. The Applicant certifies and assures that it will, or will continue to, provide a drug-free workplace by— 

(a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, 

possession, or use of a controlled substance is prohibited in its workplace and specifying the actions 

that will be taken against employees for violation of such prohibition; 

(b) Establishing an on-going drug-free awareness program to inform employees about— 

(1) The dangers of drug abuse in the workplace; 

(2) The Applicant’s policy of maintaining a drug-free workplace; 

(3) Any available drug counseling, rehabilitation, and employee assistance programs; and 

(4) The penalties that may be imposed upon employees for drug abuse violations occurring inthe 

workplace; 

(c) Making it a requirement that each employee to be engaged in the performance of the award be given 

a copy of the statement required by paragraph (a); 

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(d) Notifying the employee in the statement required by paragraph (a) that, as a condition of 

employment under the award, the employee will— 

(1) Abide by the terms of the statement; and 

(2) Notify the employer in writing of the employee’s conviction for a violation of a criminal drug 

statute occurring in the workplace no later than five calendar days after such conviction; 

(e) Notifying the Department, in writing, within 10 calendar days after receiving notice under 

subparagraph (d)(2) from an employee or otherwise receiving actual notice of such conviction. 

Employers of convicted employees must provide notice, including position title of any such convicted 

employee to the Department, as follows: 

For COPS award recipients - COPS Office, 145 N Street, NE, Washington, DC, 20530; 

For OJP and OVW award recipients - U.S. Department of Justice, Office of Justice Programs, 

ATTN: Control Desk, 810 7th Street, N.W., Washington, D.C. 20531. 

Notice shall include the identification number(s) of each affected award; 

(f) Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph 

(d)(2), with respect to any employee who is so convicted: 

(1) Taking appropriate personnel action against such an employee, up to and including termination, 

consistent with the requirements of the Rehabilitation Act of 1973, as amended; or 

(2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation 

program approved for such purposes by a Federal, State, or local health, law enforcement, or 

other appropriate agency; and 

(3) Making a good faith effort to continue to maintain a drug-free workplace through 

implementation of paragraphs (a), (b), (c), (d), (e), and (f). 

5. LAW ENFORCEMENT AGENCY CERTIFICATION REQUIRED UNDER DEPARTMENT OF JUSTICE DISCRETIONARY 

GRANT PROGRAMS (“SAFE POLICING CERTIFICATION”) 

If this application is for a discretionary award pursuant to which award funds may be made available (whether 

by the award directly or by any subaward at any tier) to a State, local, college, or university law enforcement 

agency, the Applicant certifies that any such law enforcement agency to which funds will be made available 

has been certified by an approved independent credentialing body or has started the certification process. To 

become certified, a law enforcement agency must meet two mandatory conditions: 

(a) the agency’s use of force policies adhere to all applicable federal, State, and local laws; and 

(b) the agency’s use of force policies prohibit chokeholds except in situations where use of deadly force 

is allowed by law. 

For detailed information on this certification requirement, see https://cops.usdoj.gov/SafePolicingEO. 

The Applicant acknowledges that compliance with this safe policing certification requirement does not ensure 

compliance with federal, state, or local law, and that such certification shall not constitute a defense in any 

federal lawsuit. Nothing in the safe policing certification process or safe policing requirement is intended to be 

(or may be) used by third parties to create liability by or against the United States or any of its officials, 

officers, agents or employees under any federal law. Neither the safe policing certification process nor the 

safe policing certification requirement is intended to (or does) confer any right on any third-person or entity 

seeking relief against the United States or any officer or employee thereof. No person or entity is intended to 

be (or is) a third-party beneficiary of the safe policing certification process, or, with respect to the safe policing 

certification requirement, such a beneficiary for purposes of any civil, criminal, or administrative action. 

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6. COORDINATION REQUIRED UNDER PUBLIC SAFETY AND COMMUNITY POLICING PROGRAMS 

As required by the Public Safety Partnership and Community Policing Act of 1994, at 34 U.S.C. § 10382(c)(5), if 

this application is for a COPS award, the Applicant certifies that there has been appropriate coordination with 

all agencies that may be affected by its award. Affected agencies may include, among others, Offices of the 

United States Attorneys; State, local, or tribal prosecutors; or correctional agencies. 

I acknowledge that a materially false, fictitious, or fraudulent statement (or concealment or omission of a material 

fact) in this certification, or in the application that it supports, may be the subject of criminal prosecution 

(including under 18 U.S.C. §§ 1001 and/or 1621, and/or 34 U.S.C. §§ 10271-10273), and also may subject me and 

the Applicant to civil penalties and administrative remedies for false claims or otherwise (including under 31 U.S.C. 

§§ 3729-3730 and 3801-3812). I also acknowledge that the Department’s awards, including certifications provided 

in connection with such awards, are subject to review by the Department, including by its Office of the Inspector 

General. 

Signature of Law Enforcement Executive/Agency Executive 

(For your electronic signature, please type in your name) 

Date 

Signature of Government Executive/Financial Official 

(For your electronic signature, please type in your name) 

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Appendix C. COPS Office Resources 

The COPS Office’s information resources, covering a wide range of topics—from school safety to gang violence— 

can be downloaded at https://cops.usdoj.gov/RIC/ric.php. 

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Appendix D. School Violence Prevention Program (SVPP) file 

management: Documents to maintain in SVPP award file 

Records must be maintained throughout the two-year SVPP award period and for at least three years following the 

official closeout of the SVPP award. 

AWARD PROGRAM____SVPP_________AWARD #

AWARD START DATE_____________ORIGINAL AWARD END DATE____________ 

EXTENDED AWARD END DATE (if applicable)________________________ 

COPY OF AWARD APPLICATION (You can access the final copy of your SVPP application through the COPS Office 

website at www.cops.usdoj.gov, using the Account Access link, print a copy of the application, and keep it with 

your agency’s SVPP award records.) 

_____ 

_____ 

COPY OF SVPP AWARD DOCUMENT 

FINANCIAL CLEARANCE MEMORANDUM (FCM) 

AWARD MODIFICATION APPROVAL LETTERS (w/ Revised Budget Information) AND/OR AWARD EXTENSION 

APPROVAL LETTERS (if applicable) 

_____ 

_____ 

QUARTERLY FEDERAL FINANCIAL REPORT – SF-425 (for each quarter of the award period) 

PROGRAMMATIC PROGRESS REPORTS 

• SVPP Semiannual Progress Report(s) (for each quarter of the award period) 

• Closeout Report 

_____ SUPPORTING DOCUMENTATION FOR DRAWDOWNS 

• W2 Employee Forms (Copy) 

• Records of salary / approved fringe benefits rates for each person hired under the award 

• Records of hire dates for each person hired under the award 

• Payroll records / Time & attendance records 

• Postal receipts / Fax transmission reports (to prove submission dates) 

• Log of reimbursement requests made via GPRS 

• Copies of checks or wire transfer documents (if applicable) 

• Copies of financial office journal entries (if applicable) 

_____ 

_____ 

AWARD CORRESPONDENCE (All other general correspondence between COPS Office and recipient) 

MEDIA REPORTS 

[Newspaper clippings, magazine articles, certificates, and/or other noteworthy items should be included to 

illustrate achievements and successes of the award program, and other award-related accomplishments. In 

addition, any CDs, DVDs, electronic newsletters, brochures, website addresses, and/or other similar information 

published in connection with the award should be referenced.] 

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In the event of a COPS Office award monitoring review, the following information should be retained: 

Excess cash review 

• Identify the total amount of award funding drawn down from the award. 

• Summary and supporting documentation of how the agency expended award funding. 

• Revised Federal Financial Reports. 

Unallowable/unsupported costsreview 

• Payroll ledgers for all expenses charged to the award. 

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Appendix E. Enhancement of contractor protection from reprisal for 

disclosure of certain information (41 U.S.C. § 4712) 

(a) Prohibition of reprisals.--

(1) In general.--An employee of a contractor, subcontractor, grantee, or subgrantee or personal services 

contractor may not be discharged, demoted, or otherwise discriminated against as a reprisal for 

disclosing to a person or body described in paragraph (2) information that the employee reasonably 

believes is evidence of gross mismanagement of a Federal contract or grant, a gross waste of Federal 

funds, an abuse of authority relating to a Federal contract or grant, a substantial and specific danger 

to public health or safety, or a violation of law, rule, or regulation related to a Federal contract 

(including the competition for or negotiation of a contract) or grant. 

(2) Persons and bodies covered.--The persons and bodies described in this paragraph are the persons 

and bodies as follows: 

(A) A Member of Congress or a representative of a committee of Congress. 

(B) An Inspector General. 

(C) The Government Accountability Office. 

(D) A Federal employee responsible for contract or grant oversight or management at the relevant 

agency. 

(E) An authorized official of the Department of Justice or other law enforcement agency. 

(F) A court or grand jury. 

(G) A management official or other employee of the contractor, subcontractor, or grantee who has 

the responsibility to investigate, discover, or address misconduct. 

(3) Rules of construction.--For the purposes of paragraph (1)--

(A) an employee who initiates or provides evidence of contractor, subcontractor, or grantee 

misconduct in any judicial or administrative proceeding relating to waste, fraud, or abuse on a 

Federal contract or grant shall be deemed to have made a disclosure covered by such paragraph; 

and 

(B) a reprisal described in paragraph (1) is prohibited even if it is undertaken at the request of an 

executive branch official, unless the request takes the form of a non-discretionary directive and is 

within the authority of the executive branch official making the request. 

(b) Investigation of complaints.--

(1) Submission of complaint.--A person who believes that the person has been subjected to a reprisal 

prohibited by subsection (a) may submit a complaint to the Inspector General of the executive agency 

involved. Unless the Inspector General determines that the complaint is frivolous, fails to allege a 

violation of the prohibition in subsection (a), or has previously been addressed in another Federal or 

State judicial or administrative proceeding initiated by the complainant, the Inspector General shall 

investigate the complaint and, upon completion of such investigation, submit a report of the findings 

of the investigation to the person, the contractor or grantee concerned, and the head of the agency. 

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(2) Inspector General action.--

(A) Determination or submission of report on findings.--Except as provided under subparagraph (B), 

the Inspector General shall make a determination that a complaint is frivolous, fails to allege a 

violation of the prohibition in subsection (a), or has previously been addressed in another Federal 

or State judicial or administrative proceeding initiated by the complainant or submit a report 

under paragraph (1) within 180 days after receiving the complaint. 

(B) Extension of time.--If the Inspector General is unable to complete an investigation in time to 

submit a report within the 180-day period specified in subparagraph (A) and the person 

submitting the complaint agrees to an extension of time, the Inspector General shall submit a 

report under paragraph (1) within such additional period of time, up to 180 days, as shall be 

agreed upon between the Inspector General and the person submitting the complaint. 

(3) Prohibition on disclosure.--The Inspector General may not respond to any inquiry or disclose any 

information from or about any person alleging the reprisal, except to the extent that such response 

or disclosure is--

(A) made with the consent of the person alleging the reprisal; 

(B) made in accordance with the provisions of section 552a of title 5 or as required by any other 

applicable Federal law; or 

(C) necessary to conduct an investigation of the alleged reprisal. 

(4) Time limitation.--A complaint may not be brought under this subsection more than three years after 

the date on which the alleged reprisal took place. 

(c) Remedy and enforcement authority.--

(1) In general.--Not later than 30 days after receiving an Inspector General report pursuant to subsection 

(b), the head of the executive agency concerned shall determine whether there is sufficient basis to 

conclude that the contractor or grantee concerned has subjected the complainant to a reprisal 

prohibited by subsection (a) and shall either issue an order denying relief or shall take one or more of 

the following actions: 

(A) Order the contractor or grantee to take affirmative action to abate the reprisal. 

(B) Order the contractor or grantee to reinstate the person to the position that the person held 

before the reprisal, together with compensatory damages (including back pay), employment 

benefits, and other terms and conditions of employment that would apply to the person in that 

position if the reprisal had not been taken. 

(C) Order the contractor or grantee to pay the complainant an amount equal to the aggregate 

amount of all costs and expenses (including attorneys' fees and expert witnesses' fees) that were 

reasonably incurred by the complainant for, or in connection with, bringing the complaint 

regarding the reprisal, as determined by the head of the executive agency. 

(2) Exhaustion of remedies.--If the head of an executive agency issues an order denying relief under 

paragraph (1) or has not issued an order within 210 days after the submission of a complaint under 

subsection (b), or in the case of an extension of time under paragraph (b)(2)(B), not later than 30 days 

after the expiration of the extension of time, and there is no showing that such delay is due to the 

bad faith of the complainant, the complainant shall be deemed to have exhausted all administrative 

remedies with respect to the complaint, and the complainant may bring a de novo action at law or 

equity against the contractor or grantee to seek compensatory damages and other relief available 

under this section in the appropriate district court of the United States, which shall have jurisdiction 

over such an action without regard to the amount in controversy. Such an action shall, at the request 

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of either party to the action, be tried by the court with a jury. An action under this paragraph may not 

be brought more than two years after the date on which remedies are deemed to have been 

exhausted. 

(3) Admissibility of evidence.--An Inspector General determination and an agency head order denying 

relief under paragraph (2) shall be admissible in evidence in any de novo action at law or equity 

brought pursuant to this subsection. 

(4) Enforcement of orders.--Whenever a person fails to comply with an order issued under paragraph 

(1), the head of the executive agency concerned shall file an action for enforcement of such order in 

the United States district court for a district in which the reprisal was found to have occurred. In any 

action brought under this paragraph, the court may grant appropriate relief, including injunctive 

relief, compensatory and exemplary damages, and attorney fees and costs. The person upon whose 

behalf an order was issued may also file such an action or join in an action filed by the head of the 

executive agency. 

(5) Judicial review.--Any person adversely affected or aggrieved by an order issued under paragraph (1) 

may obtain review of the order's conformance with this subsection, and any regulations issued to 

carry out this section, in the United States court of appeals for a circuit in which the reprisal is alleged 

in the order to have occurred. No petition seeking such review may be filed more than 60 days after 

issuance of the order by the head of the executive agency. Review shall conform to chapter 7 of title 

5. Filing such an appeal shall not act to stay the enforcement of the order of the head of an executive 

agency, unless a stay is specifically entered by the court. 

(6) Burdens of proof.--The legal burdens of proof specified in section 1221(e) of title 5 shall be 

controlling for the purposes of any investigation conducted by an Inspector General, decision by the 

head of an executive agency, or judicial or administrative proceeding to determine whether 

discrimination prohibited under this section has occurred. 

(7) Rights and remedies not waivable.--The rights and remedies provided for in this section may not be 

waived by any agreement, policy, form, or condition of employment. 

(d) Notification of employees.--The head of each executive agency shall ensure that contractors, 

subcontractors, and grantees of the agency inform their employees in writing of the rights and remedies 

provided under this section, in the predominant native language of the workforce. 

(e) Construction.--Nothing in this section may be construed to authorize the discharge of, demotion of, or 

discrimination against an employee for a disclosure other than a disclosure protected by subsection (a) or 

to modify or derogate from a right or remedy otherwise available to the employee. 

(f) Exceptions.--

(1) This section shall not apply to any element of the intelligence community, as defined in section 3(4) 

of the National Security Act of 1947 (50 U.S.C. § 401a(4)). 

(2) This section shall not apply to any disclosure made by an employee of a contractor, subcontractor, or 

grantee of an element of the intelligence community if such disclosure--

(A) relates to an activity of an element of the intelligence community; or 

(B) was discovered during contract, subcontract, or grantee services provided to an element of the 

intelligence community. 

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(g) Definitions.--In this section: 

(1) The term “abuse of authority” means an arbitrary and capricious exercise of authority that is 

inconsistent with the mission of the executive agency concerned or the successful performance of a 

contract or grant of such agency. 

(2) The term “Inspector General” means an Inspector General appointed under the Inspector General Act 

of 1978 and any Inspector General that receives funding from, or has oversight over contracts or 

grants awarded for or on behalf of, the executive agency concerned. 

(h) Construction.--Nothing in this section, or the amendments made by this section, 1 shall be construed to 

provide any rights to disclose classified information not otherwise provided by law. 

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Appendix F. 2 C.F.R. Appendix II to Part 200: Contract Provisions for 

Non-Federal Entity Contracts Under Federal Awards 

NOTE: The National Defense Authorization Act for fiscal year 2018 (NDAA), Public Law 115–91, Division A, Title VIII, 

Section 805, raised the simplified acquisition threshold to $250,000 for all recipients. The OMB Memorandum 

M-18-18 entitled Implementing Statutory Changes to the Micro-purchase and the Simplified Acquisition Threshold 

for Financial Assistance granted an exception for recipients to use the higher simplified acquisition threshold of 

$250,000 effective as of June 20, 2018, in advance of revisions to the Uniform Guidance. 

In addition to other provisions required by the federal agency or nonfederal entity, all contracts made by the 

nonfederal entity under the federal award must contain provisions covering the following, as applicable. 

(A) Contracts for more than the simplified acquisition threshold currently set at $250,000, which is the inflation 

adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations 

Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in 

instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as 

appropriate. 

(B) All contracts in excess of $10,000 must address termination for cause and for convenience by the non-Federal 

entity including the manner by which it will be effected and the basis for settlement. 

(C) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all contracts that meet the 

definition of “federally assisted construction contract” in 41 CFR Part 60-1.3 must include the equal opportunity 

clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, “Equal Employment 

Opportunity” (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, 

“Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 

41 CFR part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of 

Labor.” 

(D) Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program legislation, all prime 

construction contracts in excess of $2,000 awarded by non-Federal entities must include a provision for 

compliance with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as supplemented by Department of 

Labor regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed 

and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers 

and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the 

Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The nonFederal entity must place a copy of the current prevailing wage determination issued by the Department of Labor 

in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of 

the wage determination. The non-Federal entity must report all suspected or reported violations to the Federal 

awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” 

Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors and 

Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United 

States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, 

any person employed in the construction, completion, or repair of public work, to give up any part of the 

compensation to which he or she is otherwise entitled. The non-Federal entity must report all suspected or 

reported violations to the Federal awarding agency. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

(E) Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). Where applicable, all contracts awarded 

by the non-Federal entity in excess of $100,000 that involve the employment of mechanics or laborers must 

include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor 

regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the 

wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the 

standard work week is permissible provided that the worker is compensated at a rate of not less than one and a 

half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 

40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to 

work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These 

requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open 

market, or contracts for transportation or transmission of intelligence. 

(F) Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition of 

“funding agreement” under 37 CFR §401.2 (a) and the recipient or subrecipient wishes to enter into a contract 

with a small business firm or nonprofit organization regarding the substitution of parties, assignment or 

performance of experimental, developmental, or research work under that “funding agreement,” the recipient or 

subrecipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit 

Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and 

any implementing regulations issued by the awarding agency. 

(G) Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as 

amended—Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires the 

non-Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the 

Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-

1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental 

Protection Agency (EPA). 

(H) Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award (see 2 CFR 180.220) must 

not be made to parties listed on the governmentwide exclusions in the System for Award Management (SAM), in 

accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., 

p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the 

names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible 

under statutory or regulatory authority other than Executive Order 12549. 

(I) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)—Contractors that apply or bid for an award exceeding 

$100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used 

Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer 

or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member 

of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 

1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with 

obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award. 

(J) See §200.322 Procurement of recovered materials. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Appendix G. Remittance of Interest Earned Amounts 

2 CFR§200.305(b)(9) –Payment (remittance of interest earned) 

1. Interest earned amounts up to $500 per year may be retained by the non-federal entity for administrative 

expense. Any additional interest earned on federal advance payments deposited in interest-bearing 

accounts must be remitted annually to the Department of Health and Human Services Payment 

Management System (PMS) through an electronic medium using either Automated Clearing House (ACH) 

network or a Fedwire Funds Service payment. Remittances must include pertinent information of the 

payee and nature of payment in the memo area (often referred to as “addenda records” by Financial 

Institutions) as that will assist in the timely posting of interest earned on federal funds. Pertinent details 

include the Payee Account Number (PAN) if the payment originated from PMS, or Agency information if 

the payment originated from ASAP, NSF or another federal agency payment system. The remittance must 

be submitted as follows: 

i. For ACH Returns: 

Routing Number: 051036706 

Account number: 303000 

Bank Name and Location: Credit Gateway - ACH Receiver St. Paul, MN 

ii. For Fedwire Returns*: 

Routing Number: 021030004 

Account number: 75010501 

Bank Name and Location: Federal Reserve Bank Treas NYC/Funds Transfer Division New York, NY 

(* Please note organization initiating payment is likely to incur a charge from your Financial Institution for 

this type of payment) 

iii. For International ACH Returns: 

Beneficiary Account: Federal Reserve Bank of New York/ITS (FRBNY/ITS) 

Bank: Citibank N.A. (New York) 

Swift Code: CITIUS33 

Account Number: 36838868 

Bank Address: 388 Greenwich Street, New York, NY 10013 

Payment Details (Line 70): Agency 

Name (abbreviated when possible) and ALC Agency POC: Michelle Haney, 301-492-5065 

iv. For recipients that do not have electronic remittance capability, please make check** payable to: 

“The Department of Health and Human Services.” 

Mail Check to Treasury approved lockbox: 

HHS Program Support Center, P.O. Box 530231, Atlanta, GA 30353-0231 

(** Please allow 4–6 weeks for processing of a payment by check to be applied to the appropriate PMS 

account) 

v. Any additional information/instructions may be found on the PMS Web site at 

https://www.dpm.psc.gov. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Appendix H. Allowable and unallowable costs 

Allowable Costs 

All items requested will be considered on a case-by-case basis during the budget review process. Items under the 

program must be purchased using the legislative guidelines established by the STOP School Violence Act of 2018, 

Consolidated Appropriations Act, 2018, Public Law 115-141, Division S-Other matters, Title V. In addition, each 

item must programmatically link to the COPS Office School Violence Prevention Program (SVPP) activities 

described in your application. To the maximum practicable extent, all equipment and products purchased with 

these funds must be American-made. 

The allowable use of funds under this program include the following: 

• Acquisition and installation of technology for expedited notification (to law enforcement) during an 

emergency 

• Coordination with local law enforcement 

• Placement and use of metal detectors, locks, lighting, and other deterrent measures 

• Training for local law enforcement officers to prevent school violence 

• Any other measure that the COPS Office Director determines may provide a significant improvement in 

security 

Budget requests may be made in the categories described in the following sections. 

Coordination: Civilian/Nonsworn personnel (salaries and benefits) 

Civilian staff must be hired on or after the award start date and positions must directly relate to the SVPP project. 

Examples of allowable personnel and fringe benefits costs include those for project coordinators, project 

managers, technology managers, emergency management coordinators, or trainers. 

The COPS Office will only pay for the following fringe benefits: 

• Health insurance 

• Life insurance 

• Medicare taxes (disability insurance taxes) 

• The current tax rate for Medicare is 1.45% for the employer’s match portion 

• Retirement pension 

• Sick leave (if not included in base salary—calculate using 8-hour workday) 

• Social Security taxes (old age, survivors, and disability insurance taxes) 

• The current tax rate is 6.2% for the employer’s match portion 

• Unemployment insurance 

• Vacation (if not included in base salary—calculate using 8-hour workday) 

• Workers’ Compensation 

Other fringe benefit costs (must be described in the Narrative field of section B Budget Detail Worksheet): 

• 401(k) plan 

• Accident insurance 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

• Accidental death and dismemberment insurance 

• Bonding insurance 

• Dental insurance 

• Disability insurance 

• Federal Unemployment Tax Act (FUTA) tax 

• Holiday pay (if not included in base salary—calculate using 8-hour workday) 

• Liability insurance 

• Prescription drugs 

• Professional liability insurance 

• State funded retirement system 

• Vision insurance 

Please note: Allowable overtime costs, if requested, must be included within the “Other Costs” budget category. 

Equipment/Technology 

Equipment or technology items must be clearly linked to the enhancement or implementation of the SVPP project. 

Examples of such items may include the following: 

Equipment 

• Entry control equipment 

• Door locking mechanisms/access control doors 

• Peepholes for classroom doors 

• School site alarm and protection systems 

• Motion detectors 

• Metal detectors and X-ray machines (including portable) 

• Hand-held 

• Walk-through 

• Lighting (on school grounds, not involving construction) 

Technology 

• Communication technology 

• Emergency call box 

• Intercom or public address (PA) system 

• Panic and alarm systems 

• Two-way radios 

• Emergency alerts 

• Automated text messages or email 

• Identification technology 

• ID scanning devices (and accompanying equipment) 

• Laptops (directly related to SVPP) 

• Maps of schools/bus routes 

• GIS software 

• Printers (directly related to SVPP) 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

• Social media monitoring 

• Automated scans of online content 

• Tracking systems 

• Smart phone applications 

• Video surveillance technology 

• Surveillance cameras or systems (and accompanying equipment) 

• Violence prediction technology 

• Data driven software 

Supplies 

Generally, supplies include any materials that are expended or consumed during the course of the SVPP project. 

Such costs may include training manuals, paper, printer ink, pens, postage, etc. All supply items must be directly 

related to the SVPP project. 

Travel/Training 

Travel/training costs include grant-related travel costs for the grantee to visit other jurisdictions engaged in similar 

programs or to attend conferences or trainings directly related to the goals of the project. Expenses for 

transportation, lodging, meals, and incidental expenses (if travel is more than 50 miles from the program location) 

will be reviewed in accordance with applicable guidelines as part of the application process. An example of such 

training would be school violence prevention training for law enforcement officers. 

Contracts/Consultants 

Consultant expenses and contracts include goods or services that directly contribute to the implementation or 

enhancement of the project. The use of a consultant should be more economical than direct employment. 

Contract/consultant costs may include costs to provide one-time training to staff for equipment operation or use 

and contracting/consulting services that provide such things as needs analysis, installation, and testing. 

Compensation for individual consultant services procured under a COPS Office award must be reasonable and 

allocable in accordance with OMB cost principles and consistent with that paid for similar services in the 

marketplace. Unless otherwise approved by the COPS Office, consultant rates will be based on the salary a 

consultant receives from his or her primary employer, as applicable, up to $650 per day. For consultant or 

contractor rates that exceed $650 per day, the COPS Office requires written justification if the consultants or 

contractors are hired through a noncompetitive bidding process and recipients must receive COPS Office approval 

of those rates before drawing down funds. Determinations will be made on a case-by-case basis. 

Other costs 

Other costs may include such items as software and prepaid warranties or maintenance agreements (not to exceed 

36 months), overtime costs for civilian or law enforcement personnel engaging in SVPP-related activities, or other 

miscellaneous items that have a direct correlation to the overall success of a recipient’s project objectives (such as 

awareness campaigns) and are necessary for the project to reach full implementation. 

• Shipping costs (state of Alaska only) 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Applicants must provide sufficient explanation for items requested via the “Budget Narrative” section of this 

application. Applicants will be notified of any points of clarification the COPS Office may require. 

In addition, any publication materials developed or purchased with federal award funds must contain the following 

designation: “This project was supported by award number _____ awarded by the U.S. Department of Justice, 

Office of Community Oriented Policing Services. The opinions contained herein are those of the author(s) and do 

not necessarily represent the official position or policies of the U.S. Department of Justice. References to specific 

agencies, companies, products, or services should not be considered an endorsement by the author(s) or the U.S. 

Department of Justice. Rather, the references are illustrations to supplement discussion of the issues.” 

Subawards 

In addition, the awarded entity may use the funds to contract or make subawards (for the above purposes) to the 

following: 

• Local educational agencies 

• Nonprofit organizations (excluding schools) 

• Units of local government or tribal organizations 

Unallowable costs: Requests will not be funded 

The items listed below are generally considered unallowable and will only be funded under extremely limited and 

extenuating circumstances and at the discretion of the COPS Office. Before including any of these items in your 

budget and application, please contact your COPS Office Grant Program Specialist at 800-421-6770. 

This is not an exhaustive list and items not listed below will be reviewed on a case-by-case basis. The COPS Office 

reserves the right to deny funding for items that may not be included on this list. Applicants are expected to 

request items that show a direct link between the requested item and the applicant’s SVPP project. All requests 

must contribute directly to the specific purpose of the award project and relate to the parameters stipulated in the 

STOP School Violence Act of 2018, Consolidated Appropriations Act, 2018, Public Law 115-141, Division S-Other 

matters, Title V, as amended in 34 U.S.C. § 10551(b)(5)-(9) 

Requests for reimbursement of items purchased or expenses incurred prior to the award start date will not be 

funded. 

Sworn personnel 

• Salaries and benefits of sworn officers 

Coordination: Civilian/Nonsworn personnel 

• Salaries and benefits of civilian security guards 

• Salaries and benefits of staff or other personnel who do not directly contribute to the implementation of the 

program 

Please note: Restrictions on overtime costs are listed under “Other Costs.” 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Equipment/Technology 

• Ammunition (including training ammunition) 

• Armored Vehicles 

• Automatic license plate recognition software 

• Bayonets 

• Biometric technology 

• Body armor 

• Body wire equipment 

• Body-worn cameras 

• Bulletproof vests and accessories 

• Buses/shuttles/transit vans 

• Camouflage uniforms 

• Computer aided dispatch (CAD) systems/records management systems (RMS) 

• Electronic control weapons (ECW) 

• Explosives 

• Firearms (including training firearms) 

• General law enforcement vehicles (including patrol cars and leased vehicles) 

• Handcuffs and weapons 

• Incentives for research and/or participation in program activities 

• Laser spectroscopy devices 

• Manned aircraft 

• Mobile data terminals (MDT) 

• Radar guns/equipment 

• Standard issue police vehicle equipment (including light bars, cages, and siren packages) 

• Stun guns or electroshock devices 

• Thermal imaging devices 

• Trinkets and other conference takeaways 

• Unmanned aerial vehicles (drones) 

Supplies 

• Entertainment, including amusement, diversion, social activities, and any associated costs (e.g., tickets to 

shows or sports events, meals, lodging, rentals, transportation, and gratuities) 

Travel/Training 

• Bar charges/alcoholic beverages 

• Catering 

• Entertainment, including amusement, diversion, social activities, and any associated costs (e.g., tickets to 

shows or sports events, meals, lodging, rentals, transportation, and gratuities) 

• Firearms training 

• Food and beverages at conferences, meetings, or trainings your organization is hosting 

• Local travel costs (lodging, meals, per diem, or transportation costs) within a 50-mile radius of the project 

location, including mileage reimbursement, rental cars, parking fees, or taxi fare for local travel 

• Paying for meals other than your own 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Contracts/Consultants 

• Any consultant fees in excess of $650 per day must receive prior written approval from the COPS Office 

• Maintenance or service contracts that exceed the life of the award period (multiyear contracts and extended 

warranties are allowable but must be paid in full within the initial award period and must not exceed the 

award period) 

Other 

• Advertising and public relations designed solely to promote the recipient 

• Construction and renovation costs 

• Costs incurred for intramural activities, student publications, student clubs, and other student activities 

• Freight 

• Severance pay 

• Hazard pay 

• Land acquisition including renting, leasing, or construction of buildings or other physical facilities 

• Narcan 

• Non-holiday premium pay 

• Indirect costs 

• Maintenance of vehicles and enhancements (such as mounts) 

• Standard or dress uniforms or uniform accessories 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Appendix I. Program fact sheets 

The following pages include fact sheets on Consultant/Contractor Rates and Sole Source Justification. 

84 
U.S. Department of Justice 

Office of Community Oriented Policing Services 

 Fact Sheet cops.usdoj.gov

Consultant/Contractor Rate Information 

for FY 2021 Awards 

Recipient guidelines on consultant rate 

approval requests 

Compensation for individual consultant services procured 

under a COPS Office award must be reasonable and allocable in accordance with 2 C.F.R. Part 200, Subpart E—Cost 

Principles and consistent with that paid for similar services 

in the marketplace. 

Unless otherwise approved by the COPS Office, approved 

consultant rates will be based on the salary a consultant 

receives from his or her primary employer, as applicable, 

up to $650 per day (or $81.25 per hour). If individuals 

receive fringe benefits from their primary employer, such 

fringe benefit costs should not be included in the calculation of consultant rates. For consultant or contractor rates 

that exceed $650 per day, the COPS Office requires written 

justification. The recipient must provide justification for 

any consultant rate in excess of $650 per day and receive 

COPS Office approval of that rate before drawing down 

award funds. An organization may not expend award funds 

or drawdown reimbursements for consultant rate increase 

requests until after the request has been approved by the 

COPS Office in writing. Any organization that does not 

provide sufficient written justification as outlined in the 

following section will be limited to $650 per day for each 

consultant or contractor. Please note that this does not mean 

that the rate can or should be $650 for all consultants. 

NOTE: Consultant and contractor daily rates do not include 

travel or subsistence costs but may include preparation, 

evaluation, and travel time. 

Compensation for individual consultant services procured 

under a COPS Office award must be reasonable, allocable, 

and consistent with that paid for similar services in the 

marketplace. The recipient must provide justification for any 

consultant rate in excess of $650 per day and receive COPS 

Office approval of that rate before drawing down funds. 

Guidance for requesting a consultant 

rate based on employment 

Consultants associated with institutions of higher 

education (including state-run educational institutions). If representing the academic institution, the maximum rate of compensation that will be allowed is the consultant’s academic salary projected for 12 months, divided 

by 260. These individuals normally receive fringe benefits 

that include sick leave for a full 12-month period, even 

though they may only work 9 months per year in their 

academic positions. This does not apply to individuals 

performing consultant work outside of their academic 

commitments. In such cases, the rate of compensation 

will be based on reasonable cost principles and requires 

documentation supporting the requested rate. 

Consultants employed by state and local government. Compensation for these consultants will be 

allowed only when the unit of government will not provide these services without cost. If a state or local government employee is providing services under a federal award 

and is representing his or her agency without pay from the 

respective unit of government, the rate of compensation 

October 2021 
2

Consultant/Contractor Rate Information

is not to exceed the daily salary rate for the employee paid 

by the unit of government. If the state or local government employee is providing services under a federal 

award and is not representing his or her agency, the rate 

of compensation is based on the necessary and reasonable 

cost principles. Please note that under the nonsupplanting 

requirement of the COPS Office statute, COPS Office 

funds may not be used to supplant (replace) local funding that otherwise would have been spent on consultants 

employed by state or local government. The statute bars 

federal funding of existing consultants and of newly hired 

consultants that a community is committed to fund in the 

absence of a COPS Office award. 

Consultants employed by commercial and nonprofit 

organizations. Independent consultant rates will be 

approved based on the salary a consultant receives from 

his or her primary employer, as applicable, up to $650 

per day (or $81.25 per hour). If individuals receive fringe 

benefits from their primary employer, such fringe benefit 

costs should not be included in the calculation of consultant rates. 

To request approval of a consultant rate in excess of 

$650 per day, please submit the signed request on recipient organization letterhead and include the organization DUNS number and the award number for which the 

approval is being sought. 

Please include the following: 

Description of the services to be provided by the consultant or contractor, including the following: 

– The number of days and hours to be worked by 

each consultant and contractor 

– The daily rate of each consultant and contractor 

that exceeds $650 per day (indicate fringe benefits 

if applicable) 

A resume or curriculum vitae for each consultant or contractor whose rate exceeds $650 per day 

Documented prior instances when a similar rate has been 

charged by or paid to the consultant or contractor 

If the consultant is not self-employed and has a primary 

employer, documentation showing that the requested 

daily rate is proportionate to the consultant’s regular salary 

(e.g., pay stubs, letter from employer) 

You may optionally submit other important information 

about the consultant or contractor at this time, such as letters of reference; lists of any relevant publications, papers, 

or honors; advanced experience as a practitioner or academic 

in the subject area; advanced training relating to the focus 

of your project; or any unique circumstances that you feel 

should be considered as the COPS Office reviews your proposed consultant/contractor rates. 

To request approval of a consultant/contractor rate in 

excess of $650 per day, please return this information to 

your Grant Program Specialist or Program Manager as 

soon as possible to expedite the consultant/contractor rate 

review process. 

Contact the COPS Office 

For more information about COPS Office programs 

and resources, please call the COPS Office 

Response Center at 800-421-6770 or visit the 

COPS Office website at https://cops.usdoj.gov. 

October 2021 
U.S. Department of Justice 

Office of Community Oriented Policing Services 

 Fact Sheet cops.usdoj.gov

Sole Source Justification 

What is “sole source” justification? 

Sole source procurement or procurement by noncompetitive 

proposals is procurement through solicitation of a proposal 

from only one source. Sole source procurements must 

adhere to the standards set forth in 2 C.F.R. § 200.320(c) in 

the Uniform Administrative Requirements, Cost Principles, 

and Audit Requirements for Federal Awards, as adopted by 

the U.S. Department of Justice in 2 C.F.R. § 2800.101. 

When is sole source approval 

required by the COPS Office? 

A recipient must request written approval from the COPS 

Office for sole source procurements in excess of $250,000 

prior to purchasing equipment, technology, or services; 

obligating funding for a contract; or entering into a contract 

with award funds. For the purchase of equipment, technology, or services under a COPS Office award, recipients must 

use their own documented procurement procedures that 

reflect applicable state and local laws and regulations, as long 

as those requirements conform to the federal procurement 

An award recipient must request written 

approval from the COPS Office for sole source 

procurements in excess of $250,000 prior 

to purchasing equipment, technology, or 

services; obligating funding for a contract; or 

entering into a contract with award funds. 

standards set forth in 2 C.F.R. § 200.317 through 2 C.F.R. 

§ 200.326. A sole source justification should be submitted 

to the COPS Office if a recipient determines that the award 

of a contract through a competitive process is infeasible. 

Recipients may conduct noncompetitive proposals (or “sole 

source” procurement) by procurement through solicitation 

from only one source when one or more of the following 

circumstances apply: 

The aggregate dollar amount of the acquisition of property 

or services does not exceed the micro-purchase threshold. 

The item or service is available from only one source. 

The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation. 

The COPS Office authorizes noncompetitive proposals 

in response to a written request from the recipient. 

Competition is determined inadequate after solicitation 

of a number of sources. 

Sole source procurement should be used only when competitive solicitation procedures like sealed bids or competitive proposals are not applicable to the requirements or 

are impractical. 

What documentation must be submitted 

to the COPS Office for approval of a sole 

source procurement? 

Requests for sole source procurements of equipment, technology, or services in excess of $250,000 must be submitted 

to the COPS Office in writing certifying that the award of 

the contract through full and open competition is infeasible. 

An organization may not expend award funds or drawdown 

reimbursements for sole source justification requests until 

after the sole source request has been approved by the COPS 

Office in writing. 

March 2021 
2

Sole Source Justification

The outline that follows may be helpful in preparing your 

agency’s sole source procurement request (which should 

include your sole source justification) and ensuring that all 

of the necessary information is included. 

The sole source procurement request must be signed and 

submitted on the recipient’s organization letterhead and 

must include the organization's DUNS number and the 

award number for which approval is being sought. 

The request should also include the following information. 

Section I. A brief description of the project, the amount 

to be designated for the sole source procurement, and the 

purpose of the contract 

Section II. (a) An explanation as to why it is necessary to 

contract in a noncompetitive manner and (b) which one 

(or more) of the four circumstances identified here applies 

to the procurement transaction (include supporting information as identified under the applicable section(s)). 

1. The item or service is available from only one source. 

Please include the following: 

− Uniqueness of items or services to be procured from 

the proposed contractor or vendor (compatibility, 

patent issues, etc.) 

− How the organization determined that the item or 

service is available from only one source (market survey results, independent agency research, patented 

or proprietary system, etc.) 

− Explanation of need for contractor’s expertise linked 

to the current project (knowledge of project management, responsiveness, experience of contractor 

personnel, prior work on earlier phases of project, etc.) 

− Any additional information that would support 

the case 

2. The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation. 

Please include the following: 

− When the contractual coverage is required by your 

department and why 

− Impact on project if deadlines or dates are not met 

− How long it would take an alternate contractor to 

reach the same required level of competence (equate 

to dollar amounts if desired) 

− Any additional information that would support 

the case 

3. The COPS Office authorizes noncompetitive proposals 

in response to a written request from the recipient. 

4. Competition is determined to be inadequate after 

solicitation of a number of sources. 

Please include the following: 

− Results of a market survey to determine competition availability; if no survey is conducted, please 

explain why not 

− Any additional information that would support 

the case 

Section III. A budget breakdown for the subaward or 

procurement contract (see the Award Owner’s Manual for 

budget requirements) 

Section IV. A declaration that this action or choice is in 

the best interest of the organization 

Failure to provide all of the necessary information will delay 

the processing of your request. Your organization will be 

contacted if any of the identified information is missing or if 

additional supporting information is required. If the COPS 

Office determines that the request does not meet the standards set forth here, the request will be denied. 

Please be advised that conflicts of interest are prohibited 

under the federal procurement standards set forth in 

2 C.F.R. § 200.318(c). In addition, program funds should 

not be awarded to any party that is debarred or suspended 

from participation in federal assistance programs. 

If you have any questions regarding the federal requirements that guide procurement procedures, please contact 

your Grant Program Specialist or Program Manager at 

800-421-6770. 

Contact the COPS Office 

For more information about COPS Office programs 

and resources, please call the COPS Office 

Response Center at 800-421-6770 or visit the 

COPS Office website at https://.cops.usdoj.gov. 

March 2021 
2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Appendix J. ACH templates with instructions 

The following pages contain ACH templates and instructions for completing these financial documents. 

89 
 

 

 

 

 

April 28, 2020 

In the normal course of grant operations, there are situations in which grantees must make 

refunds to the Office of Justice Programs (OJP), Community Oriented Policing Services (COPS), 

or Office on Violence Against Women (OVW), all of which are processed by OJP’s OCFO. Due 

to workplace disruptions caused by COVID-19, OJP recognizes that some entities and 

individuals may have difficulty providing refunds through hard copy mail using paper negotiable 

instruments such as money orders, paper checks, bank drafts, and cashier checks. 

In order to avoid disruptions and delays in the refund process, OJP is strongly encouraging 

grantees to submit deposits electronically (using Automated Clearing House (ACH) or Fed wire). 

This will eliminate a delay in reflecting the refund on grant or vendor account balances. 

To that end, if situations arise that require a grantee to return funds, please advise the grantee to 

submit their refund electronically using ACH or Fed wire. Templates with instructions are 

attached. Upon notification to the grantee to return funds, please email OCFO/FAAD/ACRB at 

ACRBelectronictransfer@ojp.usdoj.gov. ACRB will assign an accountant to assist the grantee 

with the process. 

We aim to continue providing the best customer service in the midst of many changes. 
 

 

 

ACH TEMPLATE INSTRUCTIONS 

UNITED STATES DEPARTMENT OF JUSTICE 

OFFICE OF JUSTICE PROGRAMS 

ACH Credit Instructions 

Please provide the following instructions to your Financial Institution for the remittance of Automated Clearing 

House (ACH) credits to the US Department of Justice, Office of Justice Programs. The grantee (remitter) is 

responsible for completing the highlighted lines. Instructions to help populate each line are on page 2. The 

information for all other lines have been pre-populated and cannot be changed. All National Automated 

Clearing House Association (NACHA) Data Element Lines are required. 

NACHA 

Record 

Type 

Code 

NACHA 

Field 

NACHA 

Data Element 

Name Required Information 

1 5 3 Grantee Name (Grantee) 

5 6 Standard Entry Class Code CCD 

2 5 9 Date of Payment (Date of Payment; similar to check 

date) 

6 2 Transaction Code 22 

6 3 & 4 Receiving DFI Identification (ABA

routing #) 

051036706 

6 5 DFI Account Number 815040001003 

3 6 6 Amount (Refund Amount) 

4 6 8 Office of Justice Programs (enter grant number – up to 22 

characters) 

*ACH debits are not permitted to this ABA routing number. All debits received will be automatically 

returned. 

Questions regarding these instructions should be directed to ACRBelectronictransfer@ojp.usdoj.gov or (800) 458-

0786. 
 

 

 

 

 

 

Ach Template Instructions 

United States Department Of Justice 

Office Of Justice Programs 

ACH Credit Instructions 

1. Grantee Name – Enter the grantee name exactly as it is assigned on your grant award document. 

2. Effective Date - Enter the payment date (similar to the check date). 

3. Amount - Enter the refund dollar amount. 

4. Receiving Company Name – Office of Justice Programs – Enter the grant number. 

Page 2 of 2 
 

 

 

 

 

FEDWIRE TEMPLATE INSTRUCTIONS 

UNITED STATES DEPARTMENT OF JUSTICE 

OFFICE OF JUSTICE PROGRAMS 

Please provide the following instructions to your Financial Institution for the remittance of Fedwire payments 

to the US Department of Justice, Office of Justice Programs. The grantee (remitter) is responsible for 

completing the highlighted lines. Instructions to help populate each line are on page 2. The information for 

all other lines have been pre-populated and cannot be changed. All Fedwire Field Lines are required. 

Fedwire 

Field 

Tag 

Fedwire Field Name Required Information 

{1510} Type/Subtype 1000 

1 {2000} Refund Amount 

{3400} Receiver ABA routing number * 021030004 

{3400} Receiver ABA short name TREAS NYC 

{3600} Business Function Code CTR 

{4200} Beneficiary Identifier (account number) 815040001003 

{4200} Beneficiary Name Office of Justice Programs 

2 {5000} Grantee Name 

3 {6000} Grant Number 

3 {6000} Grant Number/Grant Information 

3 {6000} Grant Number/Grant Information 

3 {6000} Grant Number/Grant Information 

*The financial institution address for Treasury’s routing number is 33 Liberty Street, New York, NY 10045 

Questions regarding these instructions should be directed toACRBelectronictransfer@ojp.usdoj.gov or (800) 458-

0786. 

Page 1 of 2 
 

 

 

 

 

Fedwire Template Instructions 

United States Department Of Justice 

Office Of Justice Programs 

FEDWIRE TEMPLATE INSTRUCTIONS 

1. For Fedwire Field Tag {2000} Amount - Enter the refund dollar amount 

2. For Fedwire Field Tag {5000} Grantee name - Enter the grantee name assigned to the grant 

3. For Fedwire Field Tag {6000} Originator to Beneficiary Information – Lines 1 through 4 – 

• Line 1- Includes the grant number associated with refund. This line is mandatory. 

• Lines 2-4- Include any other identifying or pertinent information for the refund. i.e. reason, 

split between grant refund or interest income. There is a 22 character limit per line. 
 

 

 

 

 

 

[Type here] 

FEDWIRE TEMPLATE INSTRUCTIONS 

UNITED STATES DEPARTMENT OF JUSTICE 

OFFICE OF JUSTICE PROGRAMS 

Please provide the following instructions to your Financial Institution for the remittance of Fedwire payments 

to the US Department of Justice, Office of Justice Programs. The grantee (remitter) is responsible for 

completing the highlighted lines. Instructions to help populate each line are on page 2. The information for 

all other lines have been pre-populated and cannot be changed. All Fedwire Field Lines are required. 

Fedwire 

Field 

Tag 

Fedwire Field Name Required Information 

{1510} Type/Subtype 1000 

1 {2000} Refund Amount 

{3400} Receiver ABA routing number * 021030004 

{3400} Receiver ABA short name TREAS NYC 

{3600} Business Function Code CTR 

{4200} Beneficiary Identifier (account number) 815040001003 

{4200} Beneficiary Name Office of Justice Programs 

2 {5000} Grantee Name 

3 {6000} Grant Number 

3 {6000} Grant Number/Grant Information 

3 {6000} Grant Number/Grant Information 

3 {6000} Grant Number/Grant Information 

*The financial institution address for Treasury’s routing number is 33 Liberty Street, New York, NY 10045 

Questions regarding these instructions should be directed toACRBelectronictransfer@ojp.usdoj.gov or (800) 458-

0786. 

Page 1 of 2 
 

 

 

 

 

Fedwire Template Instructions 

United States Department Of Justice 

Office Of Justice Programs 

FEDWIRE TEMPLATE INSTRUCTIONS 

1. For Fedwire Field Tag {2000} Amount - Enter the refund dollar amount 

2. For Fedwire Field Tag {5000} Grantee name - Enter the grantee name assigned to the grant 

3. For Fedwire Field Tag {6000} Originator to Beneficiary Information – Lines 1 through 4 – 

• Line 1- Includes the grant number associated with refund. This line is mandatory. 

• Lines 2-4- Include any other identifying or pertinent information for the refund. i.e. reason, 

split between grant refund or interest income. There is a 22 character limit per line. 
 

 

 

 

ACH TEMPLATE INSTRUCTIONS 

UNITED STATES DEPARTMENT OF JUSTICE 

OFFICE OF JUSTICE PROGRAMS 

ACH Credit Instructions 

Please provide the following instructions to your Financial Institution for the remittance of Automated Clearing 

House (ACH) credits to the US Department of Justice, Office of Justice Programs. The grantee (remitter) is 

responsible for completing the highlighted lines. Instructions to help populate each line are on page 2. The 

information for all other lines have been pre-populated and cannot be changed. All National Automated 

Clearing House Association (NACHA) Data Element Lines are required. 

NACHA 

Record 

Type 

Code 

NACHA 

Field 

NACHA 

Data Element 

Name Required Information 

1 5 3 Grantee Name (Grantee) 

5 6 Standard Entry Class Code CCD 

2 5 9 Date of Payment (Date of Payment; similar to check 

date) 

6 2 Transaction Code 22 

6 3 & 4 Receiving DFI Identification (ABA

routing #) 

051036706 

6 5 DFI Account Number 815040001003 

3 6 6 Amount (Refund Amount) 

4 6 8 Office of Justice Programs (enter grant number – up to 22 

characters) 

*ACH debits are not permitted to this ABA routing number. All debits received will be automatically 

returned. 

Questions regarding these instructions should be directed to ACRBelectronictransfer@ojp.usdoj.gov or (800) 458-

0786. 
 

 

 

 

 

 

Ach Template Instructions 

United States Department Of Justice 

Office Of Justice Programs 

ACH Credit Instructions 

1. Grantee Name – Enter the grantee name exactly as it is assigned on your grant award document. 

2. Effective Date - Enter the payment date (similar to the check date). 

3. Amount - Enter the refund dollar amount. 

4. Receiving Company Name – Office of Justice Programs – Enter the grant number. 

Page 2 of 2 
2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Appendix K. Civil rights letter 

Office for Civil Rights Notice for All Recipients 

The Office for Civil Rights (OCR), Office of Justice Programs (OJP), U.S. Department of Justice (DOJ) has been 

delegated the responsibility for ensuring that recipients of federal financial assistance from the OJP, the Office of 

Community Oriented Policing Services (COPS), and the Office on Violence Against Women (OVW) are not engaged 

in discrimination prohibited by law. Several federal civil rights laws, such as Title VI of the Civil Rights Act of 1964 

and Section 504 of the Rehabilitation Act of 1973, require recipients of federal financial assistance to give 

assurances that they will comply with those laws. Taken together, these civil rights laws prohibit recipients of 

federal financial assistance from DOJ from discriminating in services and employment because of race, color, 

national origin, religion, disability, sex, and, for grants authorized under the Violence Against Women Act, sexual 

orientation and gender identity. Recipients are also prohibited from discriminating in services because of age. For a 

complete review of these civil rights laws and nondiscrimination requirements, in connection with DOJ awards, see 

https://ojp.gov/funding/Explore/LegalOverview/CivilRightsRequirements.htm. 

Under the delegation of authority, the OCR investigates allegations of discrimination against recipients from 

individuals, entities, or groups. In addition, the OCR conducts limited compliance reviews and audits based on 

regulatory criteria. These reviews and audits permit the OCR to evaluate whether recipients of financial assistance 

from the Department are providing services in a nondiscriminatory manner to their service population or have 

employment practices that meet equal-opportunity standards. 

If you are a recipient of grant awards under the Omnibus Crime Control and Safe Streets Act or the Juvenile Justice 

and Delinquency Prevention Act and your agency is part of a criminal justice system, there are two additional 

obligations that may apply in connection with the awards: (1) complying with the regulation relating to Equal 

Employment Opportunity Programs (EEOPs); and (2) submitting findings of discrimination to OCR. For additional 

information regarding the EEOP requirement, see 28 CFR Part 42, subpart E, and for additional information 

regarding requirements when there is an adverse finding, see 28 C.F.R. §§ 42.204(c), .205(c)(5). 

The OCR is available to help you and your organization meet the civil rights requirements that are associated with 

DOJ grant funding. If you would like the OCR to assist you in fulfilling your organization's civil rights or 

nondiscrimination responsibilities as a recipient of federal financial assistance, please do not hesitate to contact 

the OCR at askOCR@ojp.usdoj.gov. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

Glossary of Terms 

allowable costs. Allowable costs are expenses that may be funded by this award program. The COPS Office SVPP 

award must be limited to funding for equipment, services, personnel, and other costs purchased or hired on or 

after the award start date. Upon review of your submitted budget, any unallowable costs were removed. The 

Financial Clearance Memorandum (FCM) included in your award package specifies your allowable costs, contains 

the final budget category amounts for which your agency was approved, and notes any relevant revisions that 

were made to your original budget submission. 

audit. Work done by auditors, including both the Office of the Inspector General (OIG) and state or local auditors, 

to examine financial statements and to review 

• compliance with laws and regulations; 

• economy and efficiency of operations; 

• effectiveness in achieving program results; 

• allowability of costs claimed against the award. 

authorized officials. The authorized officials are the individuals in your organization who have final authority and 

responsibility for all programmatic and financial decisions regarding this award. At the time of award application, 

your agency listed the law enforcement executive (usually the chief of police, sheriff, etc.) and the government 

executive (usually the mayor, board president, etc.) for your agency. For non–law enforcement agencies 

(institutions of higher education, private organizations, etc.), the authorized officials are the programmatic and 

financial officials who have the ultimate signatory authority to sign contracts on behalf of your organization. These 

executives are listed on your award document and are understood to be your authorized officials. If any of the 

executive information is incorrect, please submit the correct information to the COPS Office by completing an 

official Change of Information form available online at www.cops.usdoj.gov. 

award end date. This is the date until which your agency is authorized to purchase items or hire positions that 

were approved by the COPS Office. The award end date is found on your award document. Recipients may not 

make any purchases or hire any positions after this date without written approval from the COPS Office. 

award number. The award number identifies your agency’s specific SVPP award and can be found on your award 

document. This number should be used as a reference when corresponding with the COPS Office. Your award 

number is in the format 2020-SVWX-0000 for awards made in FY 2020. The COPS Office tracks award information 

based upon this number. 

award start date. This is the date on or after which your agency is authorized to purchase or hire any allowable 

equipment, services, personnel, or other costs that were approved by the COPS Office. The award start date is 

found on your award document. Recipients may not expend funds prior to this date without written approval from 

the COPS Office. 

Catalog of Federal Domestic Assistance (CFDA). The CFDA is an annual government-wide publication that contains 

a description and index of all forms of federal assistance. Each program is assigned a CFDA number, which is used 

by auditors to track award revenues under the Single Audit Act. It is also used in participating states by State Single 

Points of Contact in conducting the required intergovernmental reviews under Executive Order 12372. The CFDA 

number for the COPS Office SVPP Program award is 16.710. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

closeout. This is the process in which the awarding agency, the COPS Office, determines that all applicable 

administrative actions and all required work and conditions of the award have been completed and met by the 

recipient and awarding agency. 

cognizant federal agency. Your cognizant federal agency is generally the federal agency that provides your agency 

with the most federal money. The Office of Management and Budget (OMB) may have already assigned your 

cognizant federal agency to you. If this is the first federal award that your organization has received, the U.S. 

Department of Justice (DOJ) is your cognizant federal agency. 

computing devices. Computing devices are machines used to acquire, store, analyze, process, and publish data and 

other information electronically, including accessories (or “peripherals”) for printing, transmitting, and receiving, 

or storing electronic information. 

COPS Office. The Office of Community Oriented Policing Services (COPS Office) is the office within the U.S. 

Department of Justice that is the grantor or awarding agency for your award. The COPS Office is responsible for 

assisting your agency with the administration and maintenance of your award for the entire award period. You can 

reach the COPS Office at 800-421-6770. 

COPS Office finance staff. The COPS Office finance staff handles your agency’s financial and budgetary needs 

related to this award. A staff accountant has been assigned to your state and is available to answer any questions 

that you may have concerning the financial aspects of your award. To identify your staff accountant, please call the 

COPS Office Customer Care Center at 800-421-6770, or visit the COPS Office website at www.cops.usdoj.gov. 

COPS Office Grant Program Specialist. COPS Office Grant Program Specialist s are trained to assist you with 

implementing and maintaining your SVPP award. A Grant Program Specialist is assigned to your state and is 

available to answer any questions that you may have concerning the administrative, programmatic, and 

substantive aspects of your award. Your Grant Program Specialist can assist you with such matters as requesting an 

extension on your award or modifying the award and reviewing outlines for project deliverables. The name and 

phone number of your COPS Office Grant Program Specialist is provided on the award congratulatory letter and 

available by contacting the COPS Office Customer Care Center at 800-421-6770. 

Data Universal Numbering System (DUNS) number. Since FY 2004, the Office of Management and Budget (OMB) 

has required all agencies applying for federal funding to obtain this number prior to application. The DUNS number 

is a unique nine- or thirteen-digit identification number that is assigned upon request to agencies by Dun & 

Bradstreet (D&B). This number will be used by the Federal Government to better track award recipient information 

throughout the award cycle and to provide consistent name and address data for electronic award application 

systems. To obtain a DUNS number, visit the Dun & Bradstreet website at www.dnb.com or call 866-705-5711. 

disallowed costs. Disallowed costs means those charges that are determined to be unallowable, in accordance 

with the applicable Federal statutes, regulations, or the terms and conditions of the federal award. 

Employer Identification Number (EIN) / OJP vendor number. This number is usually your agency’s nine-digit 

federal tax identification number as assigned to you by the Internal Revenue Service (IRS). Your 

accounting/bookkeeping department should have this number. In some cases, the EIN has been previously 

assigned to another agency within your jurisdiction. In this instance, a new vendor number will be assigned to you 

by the Office of the Chief Financial Officer. The newly assigned number is to be used for COPS Office administrative 

purposes only and should not be used for IRS purposes. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

equipment. Equipment is tangible personal property (including information technology systems) having a useful 

life of more than one year and a per-unit acquisition cost that equals or exceeds $5,000. 

evidence-based. A program practice, technology, or equipment that does one of the following: 

• Demonstrates a statistically significant effect on relevant outcomes based on one of the following: 

 Strong evidence from not less than one well-designed and well-implemented experimental study 

 Moderate evidence from not less than one well-designed and well-implemented quasi-experimental 

study 

 Promising evidence from not less than one well-designed and well-implemented correlational study with 

statistical controls for selection bias 

• Demonstrates a rationale based on high-quality research findings or positive evaluation that such program, 

practice, technology, or equipment is likely to improve relevant outcomes, and includes ongoing efforts to 

examine the effects of the program, practice, technology, or equipment 

• In the case of technology or equipment, demonstrates that use of the technology or equipment is both of the 

following: 

 Consistent with best practices for school security, including the following: 

• Applicable standards for school security established by a Federal or State government agency 

• Findings and recommendations of public commissions and task forces established to make 

recommendations or set standards for school security 

 Compliant with all applicable codes, including building and life safety codes 

federally recognized tribe. Tribal entities that are recognized and eligible for funding and services from the Bureau 

of Indian Affairs (BIA) by virtue of their status as Indian tribes. They are acknowledged to have the immunities and 

privileges available to other federally recognized Indian tribes by virtue of their government-to-government 

relationship with the United States as well as the responsibilities, power, limitations, and obligations of such tribes. 

Only federally recognized tribes are eligible to apply for COPS Office tribal award funds. For further information, 

contact BIA, Division of Tribal Government Services, MS-4631 – MIB, 1849 C Street NW, Washington, DC 20240, 

202-208-2475. 

grant. A legal instrument of financial assistance between a federal awarding agency and a non-federal entity to 

carry out a public purpose authorized by a law of the United States that, consistent with 31 U.S.C. § 6302-6305, 

does not provide for substantial involvement between the federal awarding agency and the non-Federal entity in 

carrying out the activity contemplated by the federal award. 

Grant Monitoring Specialist. COPS Office Grant Monitoring Specialists are trained and available to assist you in 

addressing any compliance-related questions regarding your award. Grant monitoring specialists plan and conduct 

site visits and office-based grant reviews. During the life of your award, you may be selected for a monitoring site 

visit to assess your compliance with the terms and agreements of the award program, to review your 

implementation of evidence-based school safety strategies and programs and to provide technical and 

administrative support for your award. Please contact the COPS Office Customer Care Center at 800-421-6770 if 

you have any compliance-related questions. 

Indian tribe. For purposes of COPS Office awards, Indian tribe means a tribe, band, pueblo, nation, or other 

organized group or community of Indians, including an Alaska Native village (as defined in or established under the 

Alaska Native Claims Settlement Act (43 U.S.C.§ 1601 et seq.), that is recognized as eligible for the special 

programs and services provided by the United States to Indians because of their status as Indians. See 34 U.S.C. § 

10389(3). 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

local budget cycle. Your agency’s fiscal year. Some common examples include January 1 to December 31, October 

1 to September 30, and July 1 to June 30. Some local budget cycles may extend up to 24 months. 

matching funds. What a locality must contribute as a cash match toward total allowable project costs over the life 

of the program. 

mobile data computer/laptop. A Mobile Data Computer (MDC) is a computer terminal mounted in a vehicle that is 

linked via wireless communication to a network that is often integrated with a CAD system. MDCs enable officers 

to complete previously handwritten reports on a computer. This often eliminates the need to enter duplicate 

information on multiple reports. 

nonfederal entity. Nonfederal entity means a state, local government, Indian tribe, institution of higher education, 

or nonprofit organization that carries out a federal award as a recipient or subrecipient. 

nonprofit organization. Nonprofit organization means any corporation, trust, association, cooperative, or other 

organization, not including institutions of higher education, that is operated primarily for scientific, educational, 

service, charitable, or similar purposes in the public interest; is not organized primarily for profit; and uses net 

proceeds to maintain, improve, or expand the operations of the organization. 

obligation of funds. The COPS Office obligates federal funds when the award document is signed by the COPS 

Office Director or his or her designated official. For the recipient, award funds are obligated when monies are 

spent or orders are placed for purchasing approved technology or services under your SVPP award. The term 

“encumbrance” is often used at the local and state levels to describe this type of transaction. Liquidated 

obligations are considered cash outlays or monies actually spent. Unliquidated obligations are obligations incurred 

and recorded but not yet paid (accrual basis of accounting) or not yet recorded and not yet paid (cash basis of 

accounting). 

OJP vendor number/EIN number. This is your agency’s nine-digit federal tax identification number assigned to you 

by the IRS. Your accounting/bookkeeping department should have this number. 

If your EIN previously has been assigned to another agency within your jurisdiction, the Office of the Comptroller 

will assign a new OJP vendor number to you. The new assigned number is to be used for administrative purposes 

only, in connection with this award program, and should not be used for IRS purposes. 

Originating Agency Identifier (ORI) number. This number is assigned by the FBI, and it is your agency’s unique 

identifier. The first two letters are your state abbreviation, the next three numbers are your county’s code, and the 

final two numbers identify your jurisdiction within your county. If your agency does not have an ORI number 

assigned by the FBI, the COPS Office assigns a nonofficial ORI code to use as an agency identifier (in such cases, the 

last two characters will be “ZZ”). It can be found on your award document. When you contact the COPS Office with 

a question, please reference your ORI number (or your award number). 

program income. Program income means gross income earned by the non-Federal entity that is directly generated 

by a supported activity or earned as a result of the Federal award during the period of performance. 

recipient. The Uniform Guidance defines it as “Recipient means a non-Federal entity that receives a Federal award 

directly from a Federal awarding agency to carry out an activity under a Federal program. The term recipient does 

not include subrecipients. See also § 200.69 Non-Federal entity.” 2 C.F.R. § 200.86. 

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2021 COPS Office School Violence Prevention Program (SVPP) Award Owner’s Manual 

SAFECOM guidance. The U.S. Department of Homeland Security Office of Emergency Communications, in 

coordination with various stakeholder groups, develops the annual SAFECOM Guidance on Emergency 

Communications Grants. The guidance provides recommendations to recipients seeking funding for interoperable 

emergency communications projects, including allowable costs, items to consider when funding emergency 

communications projects, awards management best practices for emergency communications awards, and 

information on standards that ensure greater interoperability. The guidance is intended to ensure that federally 

funded investments are compatible and support national goals and objectives for improving interoperability 

nationwide. Recipients (including sub-recipients) that are using SVPP funds to support emergency communications 

activities should comply with the latest version of SAFECOM Guidance, including provisions on technical standards 

that ensure and enhance interoperable communications. The most recent version of SAFECOM guidance is 

available at www.safecomprogram.gov/grant/Default.aspx. 

school. An elementary or secondary school, including a Bureau-funded school (as defined in section 2021 of title 

25). 

simplified acquisition threshold. Simplified acquisition threshold means the dollar amount below which a nonFederal entity may purchase property or services using small purchase methods. Non-Federal entities adopt small 

purchase procedures in order to expedite the purchase of items costing less than the simplified acquisition 

threshold. The simplified acquisition threshold is set by the Federal Acquisition Regulation at 48 C.F.R. Subpart 2.1 

(Definitions) and in accordance with 41 U.S.C. § 1908. Currently, the simplified acquisition threshold is $250,000. 

subaward. Subaward means an award provided by a pass-through entity to a subrecipient for the subrecipient to 

carry out part of a Federal award received by the pass-through entity. It does not include payments to a contractor 

or payments to an individual that is a beneficiary of a Federal program. A subaward may be provided through any 

form of legal agreement, including an agreement that the pass-through entity considers a contract. 

subrecipient. Subrecipient means a non-Federal entity that receives a subaward from a pass-through entity to 

carry out part of a Federal program; but does not include an individual that is a beneficiary of such program. A 

subrecipient may also be a recipient of other Federal awards directly from a Federal awarding agency. 

supplies. Supplies means all tangible personal property other than those described under equipment. A computing 

device is a supply if the acquisition cost is less than the lesser of the capitalization level established by the nonFederal entity for financial statement purposes or $5,000, regardless of the length of its useful life. 

System for Award Management (SAM). The SAM database is the repository for standard information about 

federal financial assistance applicants, recipients, and sub-recipients. Organizations that have previously submitted 

applications via Grants.gov are already registered with SAM, as it is a requirement for Grants.gov registration. 

Please note, however, that applicants must update or renew their SAM at least once per year to maintain an active 

status. Information about registration procedures can be accessed at www.sam.gov. 

tribal organization. Has the same meaning given the term in section 4(1) of the Indian Self-Determination and 

Education Assistance Act (25 U.S.C. 5304(1)). 

unit of local government. County, municipality, town, township, village, parish, borough, or other unit of general 

government below the state level. 

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2021 COPS Office School Violence Prevention Program 

(SVPP) Award Owner’s Manual 

This manual was created to assist COPS Office School Violence Prevention Program (SVPP) recipients with the 

administrative and financial matters associated with their award. 

For more information about your SVPP award, please contact your COPS Office Grant Program Specialist. If you do 

not know the name or telephone number of your SVPP Grant Program Specialist, please contact the COPS Office 

Customer Care Center at 800-421-6770. 

U.S. Department of Justice 

Office of Community Oriented Policing Services 

145 N Street NE 

Washington, DC 20530 

To obtain details about COPS Office programs, call the COPS Office Customer Care Center at 800-421-6770. 

Visit the COPS Office online at cops.usdoj.gov. 

Published January 2022